Instructor’s Materials

PPT 330: Introduction

LECTURE NOTES

· Describe the benefits of using multimedia features in a presentation

PPT 330: Project — Presentation with Formatted Pictures, Video, and Sounds

LECTURE NOTES

· Describe and review the requirements of the project

· Review Figures 5-1a through 5-1d 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 — 5-1a, 5-1b, 5-1c, 5-1d

BOXES:

1. BTW: Inserting QuickTime Movies (.mov). Apply QuickTime movie (.mov) files cannot be inserted into a PowerPoint presentation. You can, however, create a hyperlink to the file or convert the file to a Microsoft Windows video (.avi) file.

TEACHER TIPS

There are many important tips regarding graphic design, using images, and general presentation guidelines. Take several minutes to review these tips and guidelines with your students.

PPT 332: Formatting Pictures and Text

LECTURE NOTES

· Review the steps to format slide backgrounds

· Use Figures 5-2 through 5-4 to illustrate how to recolor a photograph

· Use Figures 5-5 through 5-7 to illustrate how to set color transparency in a photograph

· Use Figures 5-8 through 5-10 to illustrate how to resize a photograph

· Use Figures 5-11 through 5-14 to illustrate how to apply a shape to a picture

· Review the steps to save a presentation

· Use Figures 5-15 through 5-21 to illustrate how to change a bullet character to a picture

· Use Figure 5-22 to illustrate how to change a second bullet character to a picture

· Use Figures 5-23 through 5-27 to illustrate how to change a bullet character to a symbol

· Use Figures 5-28 through 5-30 to illustrate how to format a bullet size

· Use Figure 5-31 to illustrate how to change the size of other bullet characters

· Use Figures 5-32 through 5-34 to illustrate how to format a bullet color

· Use Figures 5-35 and 5-36 to illustrate how to create columns in a text box

· Use Figures 5-37 and 5-38 to illustrate how to adjust column spacing

· Use Figure 5-39 to illustrate how to format the text box

FIGURES and TABLES: Figures — 5-2, 5-3, 5-4, 5-5, 5-6, 5-7, 5-8, 5-9, 5-10, 5-11, 5-12, 5-13, 5-14, 5-15, 5-16, 5-17, 5-18, 5-19, 5-20, 5-21, 5-22, 5-23, 5-24, 5-25, 5-26, 5-27, 5-28, 5-29, 5-30, 5-31, 5-32, 5-33, 5-34, 5-35, 5-36, 5-37, 5-38, 5-39

BOXES:

1. BTW: Creating a Photo Album. The Photo Album feature allows you to create a stand-alone presentation with photos and captions or insert it into a presentation.

2. BTW: Inserting Visuals into Notes. You can add an image to the Notes pane on an individual slide or in the Notes Master. Font style and the position of the slide area, notes area, header, footer, page number, and date also can be changed in the Notes Master.

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

4. Other Ways: Encourage your students to explore other ways to format pictures.

5. Other Ways: Encourage your students to explore other ways to resize an image.

6. Other Ways: Encourage your students to explore other ways to insert bullets.

TEACHER TIPS

Working with graphics takes some time and some willingness to experiment. Allow time for students to experiment, otherwise, they will not be overly comfortable with making drastic changes to images. Remind students that at any point they can always click the Reset Picture button in the Adjust group on the Format tab to return the picture to its original state. Therefore, experiment away!

Students may be familiar with text boxes from Word but they may not know they also can be used on slides in PowerPoint. They might be surprised that a text box does not contain default bullets but, instead, simply include an insertion bar to insert text. Be sure to point out that text in a text box can be formatted into up to 16 columns.

LAB ACTIVITIES

1. In order for students to work productively and creatively with graphics, they must take some time to experiment. Ask every student to open a new slide and insert two of the same photographs laid side-by-side on the same slide. Be sure they are photographs (as opposed to clipart), are both the same, are laid out side-by-side, and are large enough to see formatting changes easily that will be made. Next, ask student to make a wide variety of formatting changes to just the photograph on the left side of the slide. Ask them to include all or most of these changes:

recolor,
transparency,
apply a shape(s)
any additional photograph formatting changes that they would like to experiment with

Allow approximately 10 minutes for these changes. Once complete, ask all students to change computers (a bit like Musical Chairs). At their new computer, make a wide variety of interesting changes to the photograph on the right. After an additional 10 minutes, have all students return to their own computer and take a look at the two very different photographs (their own changes on the left, their fellow-student’s changes on the right). Ask if anyone has any comments or questions about the differences in the photographs, the changes their fellow-student may have made, or if they learned any new formatting ideas for future use.

2. The right bullets can add or detract from a presentation. Students should know that default bullets on slides are a factor of the document theme and are, therefore, professionally coordinated with them. At times, however, choosing other bullets may add to the presentation. Do the following:

Have students open a new presentation and choose a document theme.
Insert three Title and Content slides to the presentation.
Ask students to create three levels of coordinated bullets for each slide assuming that each slide of bullets is a different and coordinated set. They can insert new bullets and change the size, color, or any other aspects of the existing bullets.
Is there a certain type of presentation that one of your sets of bullets would work well for? What makes the bullets coordinated: the color, the shape, the style? What do you like about one of the set of coordinated bullets?

CLASSROOM ACTIVITIES

1. Critical Thinking: Ask students to provide some input about bullets. Are the bullets that are offered in PowerPoint 2007 adequate for all slides and all situations? Would there be an occasion that you might want or need other bullets? Can bullets be downloaded from the Web and, if so, where would you first look? Ask students to use a browser to determine if bullets can be downloaded, what it would take to do that, and if coordinated sets of bullets exist. Does Microsoft offer bullets for download?

2. Quick Quiz:

1) On which tab can you find the Recolor button? (Answer: Format)

2) Can you delete a color variation from a picture? (Answer: Yes)

3) Can you make black in a photograph transparent? (Answer: Yes)

4) How do you change the height or width of a photograph to an exact percentage? (Answer: Enter a height or width in the Shape Height or Shape Width text boxes in the Size area on the Format tab)

5) If you want to include an image on all notes pages of a presentation, where would you do that? (Answer: In the Notes Master)

6) Is the live preview feature available for the Picture Shape gallery? (Answer: No)

7) How do you resize a photograph? (Answer: Select the photograph, drag a sizing handle to increase or decrease the size)

8) What originally determines the bullet characters? (Answer: The document theme)

9) Can you change only one bullet at a time or can you change all bullets on a slide at the same time? (Answer: Both)

10) What are Webdings and Wingdings? (Answer: Fonts)

11) What is a bullet default size determined by? (Answer: The design theme)

12) On which tab can you find the Columns button? (Answer: Home)

13) Can a two-column text box be changed to a one-column text box? (Answer: Yes)

PPT 339: Plan Ahead Box (Critical Thinking): Use Handouts to Organize Your Speech

LECTURE NOTES

· Suggest to students that they use the technique in the Plan Ahead box

TEACHER TIPS

Ask students about the experiences that they have had or witnessed in regard to speakers using notes or visuals in presentations. What techniques have worked well and which ones appeared to have work poorly or failed miserably? If a method succeeded, why or if a method failed, why did it fail? Since students are usually open to suggestions in how to better prepare them for a presentation in which they will likely be nervous, request that they all try the technique in the Plan Ahead box. This should help them feel more confident, better prepared, and more ready to professionally deliver the presentation.

CLASSROOM ACTIVITIES

1. Assign a Project: Toastmasters International is an organization that helps people “Become the speaker and leader you want to be.” There are literally thousands of Toastmasters clubs throughout the United States, as well as around the world. The majority of Toastmasters meetings are open to the public for potential members. Members learn by “speaking to groups and working with others in a supportive environment.” Consider requiring students to attend one Toastmasters meeting making a meeting an extra credit opportunity. Students are always welcome at Toastmasters meetings, if it is an open meeting. Check http://www.toastmasters.org/ for more information about the organization. Use their Web site to locate a club meeting to attend (in metropolitan areas, there are dozens every week at all times of the day and every day of the week), to gather additional information about public speaking, and to learn more about the history of Toastmasters.

PPT 339: Plan Ahead Box (Critical Thinking): Use Multimedia Selectively

LECTURE NOTES

· Suggest to students that they use multimedia in their presentations with caution

TEACHER TIPS

It is always helpful to emphasize a point by displaying the negative aspect of the issue. If possible, locate a few files with negative examples of use of multimedia. You may have previous students’ files that can be used without their name or any revealing information being displayed, you can download files from the Internet, or you can create some bad examples. Examples might include video clips that are blurry or not fully appropriate for the presentation content, sound clips that are annoying or overly dramatic, or animations such as screeching tires that play upon every bulleted item entering onto the screen.

PPT 353: Adding Multimedia to Slides

LECTURE NOTES

· Discuss the benefits and drawbacks of including multimedia files and clips in a presentation

· Use Figures 5-40 through 5-43 to illustrate adding a movie file to a presentation

· Use Figures 5-44 through 5-48 to illustrate adding a sound clip to a presentation

· Use Figures 5-49 and 5-50 to illustrate adding a movie clip to a presentation

FIGURES and TABLES: Figures — 5-40, 5-41, 5-42, 5-43, 5-44, 5-45, 5-46, 5-47, 5-48, 5-49, 5-50

BOXES:

1. Other Ways: Encourage your students to explore other ways to insert movies.

TEACHER TIPS

Ask students to consider many different things when using multimedia in a presentation:

· Movies file: Is the clip clear enough for the full audience to view? Is the length of the movie appropriate for the presentation? How do you access it and stop it easily, if need be?

· Sound: Are speakers available on the machine you will be giving the presentation on? Have you set the volume correctly prior to the sound clip playing? Is it most appropriate to play the sound while speaking or interrupt your speaking?

· Movie clip: Will the clip be distracting to the audience as it continues while you are speaking? Will the clip overwhelm the content of the slide?

CLASSROOM ACTIVITIES

1. Critical Thinking: Discussing multimedia files and clips offers another opportunity to discuss copyright laws. Ask students what they currently know about copyright laws (after they have had some discussion on the topic in Chapter 2). But what about student use? Is their allowance for educational use? Ask students to research this specific aspect of U.S. copyright laws and report their findings in a class discussion.

2. Class Discussion: What does the class think about music in a presentation? When does it enhance a presentation and when does it detract or take away from the speaker and/or the presentation content? Does music always improve a presentation? What factors are important to consider when adding music to a presentation? Can you find some examples or discuss examples that you have seen that can explain the importance of using music correctly within a presentation?

3. Quick Quiz:

1) What two formats can movie files have? (Answer: Digital video produced with a camera and editing software, and animated GIF file composed of multiple images combined in a single file)

2) What do you need on your computer to hear sound? (Answer: Speakers and a sound card)

3) When inserting a movie, what does the When Clicked option do in the Microsoft Office PowerPoint dialog box? (Answer: The movie clip would begin playing when a presenter clicks the slide during the slide show.)

4) What is the standard format to encode and communicate music and sound? (Answer: Windows waveform file (wav))

5) When you insert a sound clip on to a slide, how does it appear? (Answer: As a speaker icon)

6) What is a movie clip also known as? (Answer: An animated GIF)

PPT 359: Plan Ahead Box (Critical Thinking): Coordinate Your Verbal Message with the PowerPoint Slides

LECTURE NOTES

· Encourage students to practice coordinating their PowerPoint presentations with their speech

· Emphasize the importance of practicing speeches in a relatively realistic manner

CLASSROOM ACTIVITIES

1. Assign a Project: Ask students to locate a short public presentation on the Web. They can use YouTube at http://www.youtube.com/ or any other search tool and ‘public speaking’ as the keyword to locate a short presentation. Ask them to assess the presentation using everything they have learned up to this point in the class in regard to public speaking. Have them create a short PowerPoint presentation which incorporates the clip and uses two or three slides with bullets that emphasize the important positive and negative aspects of the presentation.

PPT 360: Preparing For and Rehearsing Delivery

LECTURE NOTES

· Discuss the importance of polishing and preparing a presentation ahead of time

· Use Table 5-1 to discuss the Rehearsal Toolbar buttons and the importance of being comfortable using them

· Use Table 5-2 to discuss the use of PowerPoint’s rehearsal feature

· Use Figures 5-51 through 5-54 to illustrate how to rehearse timings

· Use Figure 5-55 to illustrate how to adjust timings manually

· Discuss the uses of speaker notes in a presentation

· Use Figures 5-56 and 5-57 to illustrate how to add notes to a presentation

· Use Figures 5-58a, through 5-58d to discuss printing speaker notes

· Review the steps to change document properties and to save an existing presentation with the same file name

· Review the steps to quit PowerPoint

FIGURES and TABLES: Figures — 5-51, 5-52, 5-53, 5-54, 5-55, 5-56, 5-57, 5-58; Tables —5-1, 5-2

BOXES:

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

TEACHER TIPS

Students are likely not familiar with speaker notes in a presentation. Discuss speaker notes with the class asking about their ideas of the uses of speaker notes. Speaker notes can be printed and distributed to the audience or used exclusively for additional information for the presenter. The appearance of speaker notes can be altered on all slides using the Notes Master.

If you use the rehearse timings feature to record timings in a presentation and are not quite satisfied with the timings, it is easy to adjust the timings manually. This feature is on the Animation tab in the Transition to This Slide group. Timings can be increased or decreased easily in one second increments. You can also change the timings to be timings for advancing slides with a mouse click rather than manually in the same group. Noting this feature is helpful instead of retiming the entire presentation.

CLASSROOM ACTIVITIES

1. Critical Thinking: The rehearsal feature is likely new to students. Ask for class discussion about how and why they might want to use this feature. When would it be appropriate? In what specific situations or settings would it be effective? How could it be beneficial to students?

2. Quick Quiz:

1) What five buttons are on the Rehearsal toolbar? (Answer: Next, Pause, Slide Time, Repeat, and Elapsed Time)

2) When in Slide Sorter view, where does each slide’s timing display? (Answer: In the lower-left corner)

3) What tab do you click to adjust timings manually? (Answer: Animations)

4) How do you adjust the size of the Notes pane? (Answer: Drag the splitter bar)

PPT 362: Plan Ahead Box (Critical Thinking): Evaluate Your Presentation

LECTURE NOTES

· Discuss the importance of evaluating your own presentations directly after the presentation

TEACHER TIPS

If a required class presentation is part of your syllabus, require a portion of the requirement to be a self-analysis of the student’s presentation. They can follow the guidance in the Plan Ahead box and answer the questions presented or focus on one or two additional aspects that they choose to critique. This self-analysis should help students in the future presentations.

LAB ACTIVITIES

1. If there is a class period or two classes when students stand before the class and present a very short presentation, this would be an opportunity to use the Plan Ahead box for self-reflection of that presentation at the end of the class period. After all students have presented, ask them to create a short PowerPoint file of a self-assessment of their presentation. Give them open-range to choose to focus on the positives, the negatives, the necessary improvements, and/or the feelings. They can add graphics, multimedia, or symbols. Do not allow a lot of time, possibly only 15 minutes for them to assess their presentation quickly and articulate it in a PowerPoint file.

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 Five: Reusing a Presentation with Multimedia

Chapter Objectives	1
PPT 330: Introduction	2
PPT 330: Project — Presentation with Formatted Pictures, Video, and Sounds	2
PPT 332: Formatting Pictures and Text	2
PPT 339: Plan Ahead Box (Critical Thinking): Use Handouts to Organize Your Speech	4
PPT 339: Plan Ahead Box (Critical Thinking): Use Multimedia Selectively	5
PPT 353: Adding Multimedia to Slides	5
PPT 359: Plan Ahead Box (Critical Thinking): Coordinate Your Verbal Message with the PowerPoint Slides	6
PPT 360: Preparing For and Rehearsing Delivery	7
PPT 362: Plan Ahead Box (Critical Thinking): Evaluate Your Presentation	8
End of Chapter Material	8
Glossary of Key Terms	10