PowerPoint 2007

Create Brisk Presentations

WORKSHOP DESCRIPTION ................................................................1

Overview
1

Prerequisites
1

Objectives
1

THE INTERFACE – KNOW YOUR WAY AROUND ............................. 2

The Office Button – Similar to File Menu

2

The Quick Access Toolbar

3

The Ribbon and Tabs

3
Find the Tabs when you need them 4

CONTEXT-SENSITIVE NAMES MAY REPEAT 4

Preview the Results of a Menu or Other Items 4

CREATE YOUR PRESENTATION........................................................5

What to Consider 5

Start from a Blank Presentation 5

Start from a Template or an Installed Theme 5

Edit an Existing Presentation 7

Start a Presentation from content in another Application 7

SAVE YOUR PRESENTATION ............................................................. 8

Saving your presentation for the First Time 8

When you save your presentation in Windows Vista: 8

NAME YOUR PRESENTATION 9

EMBED THE FONTS IN YOUR PRESENTATION 9

Saving your presentation 9

Saving PowerPoint for 97-2003 Format 10

Saving PowerPoint for PDF 10

STEPS TO SAVE PDF HANDOUTS 10

Saving PowerPoint for Online or Other Formats 11

STEPS TO SAVE OTHER FORMATS 11

STEPS TO SAVE FOR AN IPOD

11

CONCLUSION........................................................................................11

RESOURCES .........................................................................................12

Faculty / Staff Resource Center

12

Getting Help
12

Campus Resources
12
WORKSHOP DESCRIPTION

Overview
“Presentations largely stand or fall depending on the quality, relevance, and integrity of the
content” by Edward R. Tufte, author of The Cognitive Style of PowerPoint.

PowerPoint 2007 has several new features and tools to assist you to prepare brisk presentations.
We will look at how to create presentations that have visual reasoning that is relevant to
educational instruction.

Prerequisites
Knowledge of Microsoft Office products is a plus for this workshop.

Objectives
The goal is to have an understanding of PowerPoint 2007 Interface. Also that you will know
where to find the tools and features to create, edit and save your presentations.

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THE INTERFACE – KNOW YOUR WAY AROUND

Quick Access Toolbar Ribbon

Office Button

The Office Button – Similar to File Menu

The Office button is located in the upper-left corner of the PowerPoint window, which is quite
similar to the File menu in most computer programs. The Office button offers menu commands
such as for creating, opening, saving, printing, and closing content.

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The Quick Access Toolbar
The Quick Access toolbar is next to the Office button in the upper-left corner of the PowerPoint
window. This toolbar has three buttons, which is the default in every PowerPoint window. The
Save button, the Undo button, and the Repeat button. You can add any button or command to
the Quick Access Toolbar. One way is to right click on either a button or command and select Add
to Quick Access Toolbar. Alternatively you can click on the arrow next to the Quick Access Toolbar
that is next to the Office button and check the item you want to add. See screenshot below.

The Ribbon and Tabs

The previous versions of PowerPoint prompted you to open a menu and select a command.
You then had to click a button or open a list or tab. However in PowerPoint 2007 there is a
Ribbon with tabbed pages of commands and buttons.

For instance click on the Home Tab. See the five groups, the Clipboard, Font, Paragraph, Styles,
and Editing. Look at a group such as the Font group. You will see a small icon in the bottom-
right corner, which is called the dialog box launcher. The dialog box launcher opens a dialog box
related to each group. Clicking the dialog box launcher a window will appear with the tool
function/s and you may apply the function/s to your content. When the window shows the
Context Name appears above the Tab name.
Context Name
Tab

Command button Groups Dialog box launcher

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Find the Tabs when you need them

Microsoft planned the Ribbon so that the tabs appear only after you insert or click something on
a PowerPoint slide. The reason behind the tabs only appearing when you select something on a
slide is to prevent the Ribbon from getting too crowded with tabs. Microsoft refers to the tabs
which will appear only when you need them as context-sensitive tabs. Therefore the idea behind the
context-sensitive tabs is to direct you to the commands you need and exclude all other commands.

When you are looking for a tab on the Ribbon and cannot find the tab the likelihood may be
that the tab is context-sensitive. Select an item on a PowerPoint slide and you will see the tab in
context to the item you have selected. Context-sensitive tabs appear on the right side of the Ribbon
under a heading Tools in its name.

CONTEX T-SENSITIVE NAM ES M AY REPE AT

Context-sensitive tab names sometimes repeat the names of other tabs. Notice the screenshot
below has Design appears once underneath Table Tools and once on its own. The Design tab
that always appears on the Ribbon is referring to as the Design Tab, but the context-sensitive
Design tab is called the Table Tools Design tab.

Design Tab Table Tools

Design tab

Preview the Results of a Menu or Other Items

Now you can see the results of a menu or other items before actually making the choice. As
soon as you move the pointer over an option on a menu or other items, you can judge whether
the option is worthwhile without choosing the first option. This feature will give you a live
preview of your content. For instance you can experiment with the preview feature following
these steps:
step 1 . Open a PowerPoint Presentation
step 2 . Type some text on a PowerPoint slide
step 3 . Drag the pointer over the text to select the text. The text will be highlighted
step 4 . Click the Home Tab on the Ribbon
step 5 . Click the Font drop-down list
step 6 . Move the pointer over different font styles from the drop down list
step 7 . Preview the different font styles in the PowerPoint slide where you have typed the
text

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CREATE YOUR PRESENTATION

What to Consider
Present your content with creditability. The core ideas of using Power Point presentations are to
visualize concepts and thoughts. One example that I saw was to show a paragraph from a
textbook with highlighted words. The highlighted words were then further expanded with
visuals and text on different slides for the purpose of explanation or to build upon the thoughts
of the presenter.

Thus the presenter instead of crowding the PowerPoint slides with text, bullet points and
decorative images, shows quality and relevant content with integrity instead of just telling the
recipients about the content. The movie, An Inconvenient Truth, is mainly a presentation. What
stood out from the movie is how the presentation shows instead of telling the viewer.

This being said, we will now look at how to create and save presentations within PowerPoint
2007. We will explore how to create a Blank Presentation, start from a Template, edit an existing
presentation, and build a presentation from another application.

Start from a Blank Presentation

When you open PowerPoint you will see a blank presentation automatically. Just add content
and format the slides the way you want. To start another blank presentation follow these steps:
step 1 . Click the Office button
step 2 . Click New. The new Presentation dialog box open
step 3 . Click the Blank Presentation
step 4 . Click Create

Start from a Template or an Installed Theme

There are three categories you may select from when deciding to use the template option:

Installed Templates: Within PowerPoint you will see preinstalled templates

My Templates: Templates you have inherited, created, or downloaded from online

Microsoft Office Online Templates: You can download templates from Microsoft at
http://Office.microsoft.com/en-us/templates/default.aspx

Also under Templates are Installed Themes. Themes are not templates. Themes are applied to
slide masters to create the background, color, font, and effect formatting for a presentation.

TIP: This is a great way to create Accessible presentations.

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Install either a Template or Installed Theme
This is just one method to install either a Template or Installed Theme:
step 1 . Click the Office Button
step 2 . Click New
step 3 . Select whether you want to set up an Installed Template, My Template, or Installed
Theme. See the screenshots below

step 4 . Select the design of your choice

step 5 . Click Create or OK

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Edit an Existing Presentation
You can base an existing presentation on a new presentation.
step 1 . Click the Office button
step 2 . Click New. The New presentation dialog box opens
step 3 . Click New from Existing
step 4 . Navigate to the location containing your presentation. See screenshot.
step 5 . Click the presentation you want to base your new presentation on
step 6 . Click Create New

Start a Presentation from content in another Application

You can start a PowerPoint presentation by opening files from different formats. You may not
visually find the content very attractive, but you can mend it by editing the text, the layout and
design for the slides. The plus point is that you will have the substance to incubate your
presentation without retyping everything.
step 1 . Click the Office Button

step 2 . Click Open

step 3 . Select the file from “File Type” or “Files of Type” in Windows XP
step 4 . Choose All Outlines

step 5 . Navigate to the file you want to use

step 6 . Click Open

step 7 . Save As a PowerPoint file

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SAVE YOUR PRESENTATION

Saving your presentation for the First Time

Save and Save As will do the same action when you save your presentation for the first time.
When you save your presentation in Window XP:
step 1 . Click the Office button
step 2 . Click Save. The Save As box appears
step 3 . Enter the filename in the File Name box
step 4 . Click Save

When you save your presentation in Windows Vista:

step 1 . Click the Office button
step 2 . Click Save. The Save As dialog box does not show the existing content of the
current location by default. To view the dialog box:
step 3 . Click the Browse Folders arrow in the bottom-left corner of the dialog box
step 4 . Click Save

Browse Folder

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NAME YOUR PRESEN TAT I ON
Although filenames may have 255 characters, for practical purposes you may consider to keep the
names short. For best practices do not use the following for filenames:

Avoid Symbols such as < > ? * / ! \

Shun spaces in filenames, especially if you are going to post the content online.
Actually you will have fewer headaches if you keep the filenames short and simple.

EMBED THE FONTS I N YO UR PRESEN TAT ION

In the event you are going to present on a different computer, you may want to embed the fonts
within your presentation. When you embed the fonts your viewers will see the presentation
exactly as you have created the content.

To embed fonts in your presentation follow the following steps:

step 1 . Click the Office Button
step 2 . Click Save As
step 3 . Click Tools in the Save As box that is at the bottom-right corner.
step 4 . Click Save Options
step 5 . Check the box to Embed Fonts
step 6 . Click OK in the PowerPoint Options box
step 7 . Click Save in the Save As box

Saving your presentation

Not everyone has PowerPoint 2007. Only PowerPoint 2007 can open files that are saved in the
Office 2007 format. There is a compatibility pack for earlier PowerPoint versions, which will
allow the user to open the presentation in his or her PowerPoint version. However, you cannot
assume that the user will download a compatibility pack. Therefore you may consider saving
PowerPoint 2007 files in another format to share the presentation with others.

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Saving PowerPoint for 97-2003 Format
When you save your PowerPoint for someone that will open your presentation in PowerPoint
97, 2000, 2002(XP), or 2003 you may follow the following steps:

STEPS TO S AVE FOR 97-2003

step 1 . Click the Office Button
step 2 . Click Save As
step 3 . Click PowerPoint 97-2003 Presentation from the Save a copy of the document
step 4 . Navigate to the place you want to save the
presentation

step 5 . Click Save

Saving PowerPoint for PDF

PDF – This format is most used by faculty because students may print the PDF document
before class and take notes during the class period. Students will see each page exactly they way
the author has created the pages.

STEPS TO S AVE PDF HANDOUT S

step 1 . Click the Office Button
step 2 . Click Print
step 3 . Select Adobe PDF from Name
step 4 . Select Handouts from Print What
step 5 . Select the Slides per page
step 6 . Click OK

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Saving PowerPoint for Online or Other Formats
Other Formats have numerous options to select from to save a presentation. One example is
saving your presentation in either .htm or .html - which is the typical HTML file with each
graphic element in a separate file for posting on a Web site

STEPS TO S AVE OTHER FORM AT S

step 1. Click the Office Button

step 2. Click Save As
step 3. Click Other Formats
step 4. Select the format you desire from the File Type drop-down list
step 5. Click Save

STEPS TO S AVE FOR AN I POD

step 1. Click the Office Button
step 2. Click Save As
step 3. Click Other Formats
step 4. Click JPEG
step 5. Click Save. A folder will be created containing each slide as an individual file

You can upload the JPEG files via iTunes and the Photos tab. You can then present your
presentation in a Smart Classroom by connecting the iPod to the DVD/VCR. To change your
iPod settings to display the JPEG slides set the following:
step 1 . Click Photos from the menu option

step 2 . Click Slideshow

step 3 . Click Settings

step 4 . Click TV Out

step 5 . Click Ask or On

CONCLUSION

Thank you for your time and your interest to learn PowerPoint 2007. Please contact me for
assistance with questions that you may have or just ideas you want to explore. You can reach me
at estherh@csus.edu or 278.7637.

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RESOURCES

Faculty / Staff Resource Center

Located in ARC 3012. Assistance is available on walk-in basis.

Open Lab on Fridays, 1-4 pm (Fall, Winter, Spring)

Open Lab on Thursdays 1-4 pm (Summer only)

FSRC Website

http://www.csus.edu/uccs/fscenter/

Getting Help
University Help Desk
(916) 278-7337 or helpdesk@csus.edu

Academic Technology Consultants

http://www.csus.edu/atcs/contact.htm

Help Desk - Problem Reports & Contact Information

http://www.csus.edu/uccs/helpdesk/contact.stm

Training Requests
training@csus.edu

Campus Resources
Training
http://www.csus.edu/training

Training Handouts
http://www.csus.edu/training/handouts

Online Tutorials
http://www.csus.edu/atcs/tools/tutorials.htm

Educational Tools
http://www.csus.edu/atcs/tools

Accessibility at Sacramento State

http://www.csus.edu/accessibility

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