Instructor’s Materials

PPT 226: Introduction

LECTURE NOTES

· Describe visual literacy and the two categories: images and information graphics

PPT 226: Project — Presentation with a Chart, Table, and Hyperlinks

LECTURE NOTES

· Describe and review the requirements of the project

· Review Figures 4-1a through 4-1d as the finalized presentation

· Review the tasks performed to create the presentation

· Review the steps to start PowerPoint and apply a document theme

FIGURES and TABLES: Figures — 4-1a, 4-1b, 4-1c, 4-1d

BOXES:

1. BTW: Enhancing Speaker Confidence. Point out to students that by including information graphics, they can build confidence in delivering their presentation.

TEACHER TIPS

There are several helpful tips pertaining to PowerPoint choices to enhance a presentation. Take time to discuss each of these before starting the chapter. Ask students to follow through the list in the Plan Ahead section with you. Encourage students to follow the suggestions in the Plan Ahead box for an improved PowerPoint file and an overall improved presentation.

PPT 228: Developing the Core Presentation Slides

LECTURE NOTES

· Use Figures 4-2 through 4-5 as review of the steps to create a title slide and slides for the core presentation

· Discuss hyperlinks (also called links)

· If you are using Windows XP, see Appendix F for alternate steps

· Review the steps to save the presentation

FIGURES and TABLES: Figures — 4-2, 4-3, 4-4, 4-5

BOXES:

1. BTW: Increasing Audience Retention. In order for audience members to retain the maximum amount of information, the information needs to be delivered both verbally and visually.

2. BTW: Rehearsing with Your Graphics. Know your graphics. Know where graphics, statistics, and pictures are located on slides then practice transitioning from the speech to the graphic and back.

3. BTW: Referencing Your Visuals. Remain facing your audience when graphics are displayed, avoiding the urge to face the screen where the slide is displayed.

TEACHER TIPS

Students will likely be quite familiar with hyperlinks because they use the Web regularly. They will most likely not be familiar with links in PowerPoint, however. The function and look of a hyperlink is the same in PowerPoint as it is on the Web — it links to something or somewhere else, it is underlined text or connected to a graphic, and will take you to another location. A hyperlink in PowerPoint can be a connection from one slide to a Web page, another slide, a custom show consisting of specific slides in a presentation, or a file.

CLASSROOM ACTIVITIES

1. Group Activity: Divide the class into small groups. Ask students to brainstorm some ideas of real-life examples of each of the potential hyperlinks in PowerPoint. Ask each group to settle on one appropriate example of each of the four types of hyperlinks that they will share with the class. The hyperlinks and an example include:

· From one slide to a Web page: a reference in a presentation to a Web page that was accessed.

· From one slide to another slide: You might have a table of contents type of slide that links to different slides throughout the presentation.

· From a slide to a custom show: Specific slides can be used to create a custom show for a specific audience like a student club while another hyperlink could link to a custom show for a community organization.

· From a slide to a file: You can create a presentation about yourself and create a hyperlink that links to your resume that is a saved Word 2007 file.

2. Quick Quiz:

1) Which can a hyperlink link to: text or an object? (Answer: Both)

2) What is the first step when creating a hyperlink? (Answer: Typing the text or inserting an object on the slide)

PPT 231: Customizing Entire Presentation Elements

LECTURE NOTES

· Discuss PowerPoint’s two default elements that display on all slides: color schemes and fonts

· Use Table 4-1 to discuss color scheme components

· Use Figures 4-6 and 4-7 to illustrate changing presentation theme colors

· Use Figures 4-8 and 4-9 to illustrate changing theme fonts

FIGURES and TABLES: Figures — 4-6, 4-7, 4-8, 4-9; Table — Table 4-1

BOXES:

1. BTW: Choosing Contrasting Colors. Pay close attention to the importance of contrast between the text and background.

TEACHER TIPS

The color schemes in PowerPoint have been chosen to provide just the right amount of balance and contrast in several different shades and hues and to provide exactly the desired feeling to the presentation. Use Table 4-1 to describe the components of a color scheme. Color schemes display a live preview of each color scheme when you move the mouse over the option. Also, explain how to change the color scheme of a single slide, instead of a complete presentation. If, at any point, you want to return to the original theme color, you can do so by clicking the Theme Colors button and then choosing the original color scheme button.

CLASSROOM ACTIVITIES

1. Group Activity: Divide the class into groups. Assign each group one or more of the components of a PowerPoint color scheme from Table 4-3 (background color, text and lines color, title text color, shadow color, fill color, accent colors). Have each group discuss their components, consider how the component can add to or detract from a slide, and then prepare an explanation of how their component should be used in a slide and present their explanation to the class. Encourage responses to each explanation.

PPT 233: Plan Ahead Box (Critical Thinking): Select an Appropriate Font

LECTURE NOTES

· It is important to choose a font that is appropriate to the message

PPT 234: Inserting and Formatting a Picture and a Clip into Slides Without Content Placeholders

LECTURE NOTES

· Discuss inserting a picture or a clip art image onto a slide without a content placeholder

· Use Figures 4-10 through 4-12 to illustrate inserting a picture without a content placeholder

· Use Figure 4-13 to illustrate applying a picture style

· Use Figure 4-14 to illustrate changing a picture border color

· Use Figure 4-15 to illustrate changing a picture contrast

· Use Figures 4-16 through 4-18 to illustrate inserting a clip into a slide without a content placeholder

· Use Figure 4-19 to illustrate applying a picture style to a clip

· Use Figure 4-20 to illustrate changing the border color of a clip

· Use Figure 4-21 to illustrate changing the brightness of a clip

FIGURES and TABLES: Figures — 4-10, 4-11, 4-12, 4-13, 4-14, 4-15, 4-16, 4-17, 4-18, 4-19, 4-20, 4-21

BOXES:

1. BTW: Importing Pictures from Scanners and Cameras. Previous versions of PowerPoint allowed user to insert a picture directly from a camera or a scanner. PowerPoint 2007 does not, however. You must first download them on your computer.

2. Other Ways: Encourage your students to explore other ways to format the contrast feature of pictures.

3. Other Ways: Encourage your students to explore other ways to format the brightness of pictures.

TEACHER TIPS

A very helpful button to know about is the Reset Picture button in the Adjust group on the Format tab. If students make numerous changes to a picture and then decide they want the original picture back, use the Reset Picture button. This button will remove all formatting effects.

LAB ACTIVITIES

1. Brightness determines the overall lightness or darkness of an image, whereas contrast is the difference between the darkest and lightest areas of an image. For students to best learn the difference between brightness and contrast and how to use each of these features, have them open a new presentation and insert one clip art image, one photograph, and one silhouette image. Allow approximately 10 minutes to experiment with contrast and brightness and see how each option impacts each of the images. Also, encourage them to play with the border color and style options.

CLASSROOM ACTIVITIES

1. Quick Quiz:

1) Does a picture or clip art image require a content placeholder? (Answer: No)

2) What feature determines the overall lightness and darkness of an entire image? (Answer: Brightness)

PPT 243: Plan Ahead Box (Critical Thinking): Choose Outstanding Hyperlink Text or Images

LECTURE NOTES

· Make hyperlinks large and noticeable on slides

PPT 243: Adding Hyperlinks

LECTURE NOTES

· Discuss hyperlinks and their many usages

· Discuss how hyperlinks are created and what happens when a hyperlink is included on a slide

· Use Figures 4-22 through 4-24 to illustrate adding a hyperlink to a slide

· Review the steps to add a hyperlink to the second paragraph

· Use Figure 4-25 to illustrate adding a hyperlink to a clip

FIGURES and TABLES: Figures — 4-22, 4-23, 4-24, 4-25

BOXES:

1. BTW: Customizing ScreenTips. ScreenTips can be customized for hyperlinks.

2. Other Ways: Encourage your students to explore other ways to insert a hyperlink.

TEACHER TIPS

One helpful tip to inserting a URL absolutely correctly is to open the Web page of the link that you will be inserting. Then, with the Insert Hyperlink dialog box open, click on your Web browser with the open Web page. The URL will automatically be inserted in the Address box and you will not have to type it. Some Web page addresses are quite long and rather than risking typing it incorrectly, it is always better to use this method so as not to risk mistyping the address. It is a little more cumbersome, but much more reliable.

LAB ACTIVITIES

1. Students know less about the Internet and the Web than you think! Divide the class into groups of three or four students. Assign each group one of the following tasks to research on the Web:

· What is the Internet? When was it created?

· Who owns the Internet? Is it regulated?

· How is the Web different than the Internet? When was it created?

· What if I want to register a new Web name; how do I do that?

· What is a domain? What are domains?

· What is a country code? Give several examples and some examples of Web pages with the country code embedded.

· What countries have the highest Internet usage rates? The lowest?

Allow 15 to 20 minutes for this activity. If you would like to take it a step further, you can ask groups to put the information they found into a PowerPoint presentation and they can briefly present it in class. Reassure them that you are aware of the time constraint and thus, they only need two or three slides, but be sure to check the spelling and edit it. They might include hyperlinks to where they found their information. This full activity takes approximately 45 minutes not including 4 to 5 minute presentations by each group. This is a great activity for students to work in a group, do quick research, coordinate their findings, put together a small PowerPoint presentation, and speak in front of a group.

CLASSROOM ACTIVITIES

1. Critical Thinking: Ask students to assemble into group of 3, 4, or 5 depending on the amount of students in the class. Ask each group to envision a PowerPoint presentation related to some aspect on campus. Possible scenarios for presentations could include the following:

· Recruitment of members for a Multicultural Affairs club

· Developing interest for an upcoming seminar on non-verbal communications

· Organizing a new recreational soccer league on campus; or

· Advocating for a new coffee shop on campus

After students create a realistic and specific scenario for which a presentation might likely be developed for (they do not have to create a presentation, just develop a specific scenario), ask them to create a list of five specific links that they would want to include in the presentation and why they would include them.

2. Quick Quiz: a

1) What does URL stand for? (Answer: Uniform Resource Locator)

2) How does the mouse appear when hovered over a hyperlink? (Answer: As a hand)

3) How does hyperlink text appear? (Answer: Underlined and as a specific color from the scheme color)

4) Why does http:// appear automatically when typing a Web page address? (Answer: PowerPoint realizes you typed a URL and inserts this automatically.)

5) You click the hyperlink but the Web page does not appear. Why? (Answer: Hyperlinks are active only when you run a presentation.)

PPT 246: Adding a Table to a Slide and Formatting

LECTURE NOTES

· Describe the parts and features of a table

· Use Figures 4-26 through 4-28 to illustrate inserting a table

· Use Table 4-2 to discuss why information such as Table 4-2 is best presented in a table

· Use Figures 4-29 and 4-30 to illustrate entering data in a table

· Use Figures 4-31 and 4-32 to illustrate applying a table style

· Use Figures 4-33 and 4-34 to illustrate adding a border to a table

· Use Figures 4-35 through 4-37 to illustrate adding an effect to a table

FIGURES and TABLES: Figures — 4-26, 4-27, 4-28, 4-29, 4-30, 4-31, 4-32, 4-33, 4-34, 4-35, 4-36, 4-37; Table — Table 4-2

BOXES:

1. BTW: Copying Tables to and from Excel and Word. Tables created in Excel or Word can be copied directly into PowerPoint.

2. Other Ways: Encourage your students to explore other ways to insert a table.

TEACHER TIPS

Students do not readily think about using a table to organize and structure their information. Encourage them to use tables fairly regularly in both PowerPoint and in Word. All cells can easily be formatted, the information is laid out in an organized way, and viewers can more readily comprehend your message when it is delivered in an effective way.

CLASSROOM ACTIVITIES

1. Assign a Project: Ask students to find information that is not, but should be, presented in a table. They can locate information from a flyer, a brochure, a Web page, a magazine, or a newspaper. Have them create a table with the information and format the table effectively. They should use many of the formatting features presented in the chapter. Print the slide and submit a copy of the original information stapled to the newly created, organizing information. There should be a substantial difference in the two versions.

Quick Quiz:

1) What identifies each column? (Answer: A heading)

2) What happens if you are in the bottom-right corner cell, the last cell, and you press the tab key? (Answer: A new row is inserted)

PPT 254: Plan Ahead Box (Critical Thinking): Choose the Appropriate Chart Style

LECTURE NOTES

· Describe how bar and pie charts are the most common types of charts; but, consider more specialized charts for special audiences

PPT 254: Adding a Chart to a Slide and Formatting

LECTURE NOTES

· Using Figure 4-38, explain the default program for creating charts, Microsoft Excel, and the additional program to create charts, Microsoft Graph

· Describe various types of charts and their components

· Use Figures 4-39 through 4-41 to illustrate inserting a chart

· Use Figures 4-42 through 4-46 to illustrate replacing sample data in a chart

· Use Figures 4-47 and 4-48 to illustrate applying a chart style

· Use Figures 4-49 and 4-50 to illustrate changing a chart layout

· Use Figures 4-51 and 4-52 to illustrate changing the shape outline weight of a chart

· Use Figure 4-53 to illustrate changing the shape outline color of a chart

· Use Figures 4-54 and 4-55 to illustrate changing the title and legend font size of a chart

FIGURES and TABLES: Figures —4-38, 4-39, 4-40, 4-41, 4-42, 4-43, 4-44, 4-45, 4-46, 4-47, 4-48, 4-49, 4-50, 4-51, 4-52, 4-53, 4-54, 4-55

BOXES:

1. BTW: Entering Data. An Excel chart entered in PowerPoint has fictional data in the worksheet. You can replace that data with your own and enter additional rows and columns, if necessary.

2. BTW: Linking to an Excel File. If an Excel chart already exists, it can be linked to a PowerPoint slide. Linking is different than copying and pasting.

3. Other Ways: Encourage your students to explore other ways to insert a chart.

TEACHER TIPS

Excel charts can be a very effective way to present data in PowerPoint. Be sure that students spend some time with this section and become comfortable and familiar with it. Be attentive to students who may be a little unsure or uncomfortable with using Excel. Encourage them to experiment. If they save their file before they experiment (and potentially mess things up), they can be reassured that the original file will be available to open again. This will help alleviate the anxiety of new users.

CLASSROOM ACTIVITIES

1. Student Discussion: Gather eight or nine charts or sets of data from the Internet, newspapers, or magazines. For class discussion, open the Insert Chart dialog box that shows Excel’s array of chart options. Then, without showing students the charts or data, describe the data. Then, have the class discuss which Excel chart would present the data most appropriately. For the data sets that come from a chart, did they suggest the same type of chart that was used in the media? If not, which would be better, the student’s choice or the media’s option? For the data that is not presented in a chart, discuss if their choice is logical and will present the data most effectively. If you would like to take it further, you could assign one set of data to each student group and have them create the chart that was suggested by the class.

2. Quick Quiz:

1) What is the intersection of a row and column called? (Answer: A cell)

2) Can a chart type be changed after it is created? (Answer: Yes)

3) What is a legend? (Answer: A box that identifies each piece of a chart)

4) What does pt mean after each number in the Weight submenu? (Answer: Point)

PPT 257: Plan Ahead Box (Critical Thinking): Obtain Information for the Graphic from Credible Sources

LECTURE NOTES

· Emphasize the importance of paying attention to the source of information

CLASSROOM ACTIVITIES

1. Assign a Project: Some students tend to think that “if it’s posted on the Internet, it must be true.” Assign students to find data or information from a questionable source and bring it to class. Ask the following questions:

· Who is the source? Can you validate the source and how?

· What makes you question the credibility?

· What would you like to have or know to confirm a source or make the Web page more credible?

· What should you be able to find readily to confirm or validate a source?

PPT 265: Plan Ahead Box (Critical Thinking): Test Your Visual Elements

LECTURE NOTES

· Use the guidelines in the Plan Ahead box to proofread charts and tables

PPT 265: Revising and Customizing Individual Slides

LECTURE NOTES

· Describe a supporting slide

· Describe the purpose of hiding and unhiding slides

· Use Figures 4-56 and 4-57 to illustrate hiding a slide

· Discuss the extensive uses for the Find and Replace feature and the options available

· Use Figures 4-58 and 4-59 to illustrate finding and replacing text

· Discuss the uses for the thesaurus

· Use Figures 4-60 and 4-61 to illustrate using the thesaurus

· Use Figure 4-62 to illustrate finding additional synonyms

FIGURES and TABLES: Figures —4-56, 4-57, 4-58, 4-59, 4-60, 4-61, 4-62

BOXES:

1. BTW: Showing a Range of Slides. The Set Up Slide Show feature allows only certain slides to be saved and shown.

2. BTW: Finding Whole Words. The Replace dialog box contains an option to search for whole words.

3. Other Ways: Encourage your students to explore other ways to hide a slide.

4. Other Ways: Encourage your students to explore other ways to find and replace text.

5. Other Ways: Encourage your students to explore other ways to access the thesaurus.

TEACHER TIPS

The Find and Replace feature is invaluable. You might consider keeping track of the times you use the feature in any application and presenting the list to the class so they can grasp the efficiency and valuable help that it provides. Be sure students are aware that ctrl+f accesses the Find (and/or the Replace) box in most applications. Just a few examples of uses:

· Finding every instance of a certain word in a .pdf chapter of a book

· Web page recipes with hundreds listed on one page — finding all “vegetarian” references

· Finding and replacing a company name misspelled in a report

When replacing occurrences of an instance, there are two options: Replace and Replace All. Caution students from automatically using the Replace All button simply for the sake of speed. If they search for “show” and want to replace it with “demonstrate,” replacing all might change occasions of “showing,” “shower,” and “shown.” Be careful!

Often a suitable word does not display in the Synonyms submenu by right-clicking a word and clicking on Synonyms. The Thesaurus Research task pane (accessed by right-clicking and choosing Thesaurus), however, offers a much more extensive list. This task pane offers synonyms, occasionally offers antonyms, and other reference tools.

CLASSROOM ACTIVITIES

1. Student Discussion: Since Find and Replace is available in most applications, ask students about their uses of this feature. Sharing when they have used it may help other students become more efficient in their Finds.

2. Quick Quiz:

1) What key can be pressed to reveal a hidden slide? (Answer: H)

2) How do you know a slide is hidden? (Answer: It shows with a rectangle with a slash around the slide number)

3) What does the thesaurus provide? (Answer: A list of synonyms)

PPT 270: Adding and Formatting Action Buttons

LECTURE NOTES

· Describe the uses of action buttons

· Use Figures 4-63 through 4-65 to illustrate inserting an action button

· Use Figure 4-66 to illustrate sizing an action button

· Use Figures 4-67 and 4-68 to illustrate changing the fill color of an action button

· Describe how guides work, how to display them, and how to hide them

· Use Figures 4-69 through 4-72 to illustrate positioning and action button using guides

· Use Figures 4-73 through 4-76 to illustrate copying an action button

· Use Figures 4-77 through 4-79 to illustrate editing an action button hyperlink setting

· Discuss the steps for hiding guides

· Review the steps for adding transitions to slides, changing document properties, and saving a presentation

FIGURES and TABLES: Figures —4-63, 4-64, 4-65, 4-66, 4-67, 4-68, 4-69, 4-70, 4-71, 4-72, 4-73, 4-74, 4-75, 4-76, 4-77, 4-78, 4-79

BOXES:

1. BTW: Customizing Action Buttons. The Set Up Slide Show feature allows only certain slides to be saved and shown.

TEACHER TIPS

Action buttons may be new to students, therefore, present many examples of how and why they might include them in a presentation. Students may realize that they could create buttons with similar features (look the same, linked to another location, and have a sound attached) by themselves, from scratch, but point out that, although this is true, that is the point of action buttons, they are automatically set up to do all of those things without any additional effort.

CLASSROOM ACTIVITIES

4. Critical Thinking: What situations would action buttons be appropriate for? Ask students about specific presentations, settings, or times when an action button might be a perfect answer. Some ideas (if they cannot present any) might include:

· When an inexperienced user might be navigating through a presentation

· A presentation at a kiosk might benefit from action buttons

· If you want ready and quick access to Help to be visibly accessible

· In a table of contents-type slide, you might include action buttons that jump to each separate section of the presentation

5. Quick Quiz:

1) What are guides? (Answer: Two straight dotted lines that help to position shapes and objects on slides)

2) What is the center location of guides? (Answer: 0.00)

3) What is the term for moving an object near a guide and it attaches itself to the guide? (Answer: Snap)

PPT 280: Running a Slide Show with Hyperlinks and Action Buttons

LECTURE NOTES

· Review the steps to run a slide show with a hidden slide and hyperlinks

· Review the steps to run a slide show with action buttons

· Demonstrate how to access hyperlinks and action buttons

· Use Figure 4-80 to review the steps for previewing and printing handouts

· Review the steps to quit PowerPoint

FIGURES and TABLES: Figure —4-80

BOXES:

1. BTW: Certification. For more information on the MCAS program see Appendix G or visit the PowerPoint 2007 Certification Web page.

2. BTW: Quick Reference. Point out the location for the Quick Reference Summary and the PowerPoint 2007 Quick Reference Web page.

CLASSROOM ACTIVITIES

1. Critical Thinking: Ask students to assess the presentation that they have created during this project. If they had their own choice, what specific aspects of it would they change, enhance, modify, or delete and why? Ask students to develop a list of at least three ideas that they have that could enhance the presentation even further.

End of Chapter Material

· Learn It Online is a series of online student exercises that test your knowledge of chapter content and key terms.

· Apply Your Knowledge is a student assignment that helps you to reinforce the skills and apply the concepts you learned in this chapter.

· Extend Your Knowledge is a student assignment that challenges you to extend the skills you learned in this chapter and to experiment with new skills. You may need to use Help to complete the assignment.

· Make It Right is a student assignment that requires you to analyze a presentation and correct all errors and/or improve the design.

· In the Lab (Lab): In the Lab is a series of student assignments that ask you to design and/or create a presentation using the guidelines, concepts, and skills presented in this chapter. The assignments are listed in order of increasing difficulty.

· Cases and Places is a series of student assignments where you apply your creative thinking and problem solving skills to design and implement a solution.

Glossary of Key Terms

Microsoft Office PowerPoint 2007

Chapter Four: Working with Information Graphics

Chapter Objectives	2
PPT 226: Introduction	2
PPT 226: Project — Presentation with a Chart, Table, and Hyperlinks	2
PPT 228: Developing the Core Presentation Slides	2
PPT 231: Customizing Entire Presentation Elements	3
PPT 233: Plan Ahead Box (Critical Thinking): Select an Appropriate Font	4
PPT 234: Inserting and Formatting a Picture and a Clip into Slides without Content Placeholders	4
PPT 243: Plan Ahead Box (Critical Thinking): Choose Outstanding Hyperlink Text or Images	5
PPT 243: Adding Hyperlinks	5
PPT 246: Adding a Table to a Slide and Formatting	7
PPT 254: Plan Ahead Box (Critical Thinking): Choose the Appropriate Chart Style	8
PPT 254: Adding a Chart to a Slide and Formatting	8
PPT 257: Plan Ahead Box (Critical Thinking): Obtain Information for the Graphic from Credible Sources	9
PPT 265: Plan Ahead Box (Critical Thinking): Test Your Visual Elements	9
PPT 265: Revising and Customizing Individual Slides	9
PPT 270: Adding and Formatting Action Buttons	10
PPT 280: Running a Slide Show with Hyperlinks and Action Buttons	11
End of Chapter Material	12
Glossary of Key Terms	13