L02

Multimedia Communication : 

CP586 © Peter Lo 2003 Multimedia Communication Introduction to PowerPoint & Effective Oral Communication

Objective : 

CP586 © Peter Lo 2003 2 Objective Presentation planning Presentation establishment Organization chart “Draw” toolbar and its commands Animation and sound effect

Introduction to PowerPoint & Effective Oral Communication : 

CP586 © Peter Lo 2003 Introduction to PowerPoint & Effective Oral Communication Presentation planning

Presentation planning : 

CP586 © Peter Lo 2003 4 Presentation planning Assume that you are going to make a formal presentation to a group of audience. Normally, it takes several steps Step 1: Think about what are to be included in the presentation Step 2: Collect all relevant information about all included point Step 3: Organize ideas to be presented in a proper manner

Presentation planning : 

CP586 © Peter Lo 2003 5 Presentation planning Step 4: Prepare colorful and attractive slides Step 5: Write down notes containing all the detail to be presented Step 6: Prepare audience handouts Step 7: Take rehearsal

Before You Begin : 

CP586 © Peter Lo 2003 6 Before You Begin You should always rehearse your material. Be well prepared and know your topic. Know your target audience well. Target your presentation to the specific needs of your audience. Select a subject that you are comfortable with.

General Principles : 

CP586 © Peter Lo 2003 7 General Principles Be responsible to the audience: try to be interesting, challenging, articulate and entertaining. Make conscious decisions: be mindful of every aspect of your talk. E.G. Clothes, number of slides and equipment. Be aware of your strengths and weaknesses. Practice makes perfect: be prepared to practice the material before your presentation.

Nerves : 

CP586 © Peter Lo 2003 8 Nerves Preparation is the best cure for nerves. Take the focus off yourself. Do not draw attention to your hands. Have notes as a guide and reminder. Think happy thoughts. Be positive. Be conscious of a hostile audience.

Nerves : 

CP586 © Peter Lo 2003 9 Nerves Breathe deeply. Take a walk. Analyze your fears. A presentation, even a bad one is not the end of the world. Remember, you talk everyday. Talking in front of a large group of people is really no different.

Voice and Speech Patterns : 

CP586 © Peter Lo 2003 10 Voice and Speech Patterns Pacing: Try not to rush your presentation. Pausing: Silence allows your audience to to reflect and absorb on the material being presented. Accents: Be aware of your accent. Pitch and Volume: Vary the pitch of your voice and adjust the volume accordingly. Clarity, emphasis and word structure.

Common Problems : 

CP586 © Peter Lo 2003 11 Common Problems Poor preparation and/or lack of practice. Poor time management. Nervous utterances. People that read rather than present. Rushing through a presentation.

Structure : 

CP586 © Peter Lo 2003 12 Structure All presentations must have a beginning, middle and end. The beginning should be motivational and force the audience to focus on you rather than their preoccupations. The middle should have a logical sequence Repeat key words, ideas or phrases to maintain the attention of the audience. Restate your objective and sum up.

Visual Aids : 

CP586 © Peter Lo 2003 13 Visual Aids Allow the audience time to read the visual aid. You must be able to read the aid from the back of the lecture theatre. Try to maintain eye contact with the audience rather than the aid itself. Know your equipment and anticipate problems. Use bold letters and numbers. Use sans serif fonts.

Visual Aids : 

CP586 © Peter Lo 2003 14 Visual Aids Keep them simple. Use clear colors. Explain what the audience is looking at. Use color whenever possible. Font selection should promote easy reading. Illustrate numerical information

PowerPoint Slide : 

CP586 © Peter Lo 2003 15 PowerPoint Slide Convey one major idea per slide. Only list your key points. You should then elaborate on each key point. You should have no more than seven points on an individual slide. Use reveals to build up a story, caption by caption. Use white space and avoid overcrowding.

Questions : 

CP586 © Peter Lo 2003 16 Questions Questions can allow you to clarify statements and respond to audience needs. Anticipate the questions and practice some responses. Watch the amount of time that is devoted to questions. Pause before taking questions. Do not look uncomfortable or defensive.

Questions : 

CP586 © Peter Lo 2003 17 Questions Listen carefully and respond to the entire audience. Keep your answers brief. Maintain your dignity. Be honest. Use your teaching skills.

Show Time : 

CP586 © Peter Lo 2003 18 Show Time Listen to other speakers. Incorporate current events. Be open about mistakes, you’re only human. Handle disruptions with charm. Gauge the audience reaction. Respond to your audience appropriately. Ask for feedback and learn from others.

Show Time : 

CP586 © Peter Lo 2003 19 Show Time Listen to other speakers. Incorporate current events. Be open about mistakes, you’re only human. Handle disruptions with charm. Gauge the audience reaction. Respond to your audience appropriately. Ask for feedback and learn from others.

Introduction to PowerPoint & Effective Oral Communication : 

CP586 © Peter Lo 2003 Introduction to PowerPoint & Effective Oral Communication Presentation establishment

Microsoft PowerPoint : 

CP586 © Peter Lo 2003 21 Microsoft PowerPoint Microsoft PowerPoint is a presentation graphics program designed to prepare slide shows. It is a tool you can use to communicate your ideas through visual aids that appear professionally designed yet are easy to produce.

Interface and Demonstration : 

CP586 © Peter Lo 2003 22 Interface and Demonstration

Presentation establishment : 

CP586 © Peter Lo 2003 23 Presentation establishment Creating a new file Choose “New” Command from “File” menu Choose option from “New Presentation” dialog box Choose an auto layout for a new slide from “New Slide” dialog box

Adding Text to Slide Placeholders : 

CP586 © Peter Lo 2003 24 Adding Text to Slide Placeholders Select the placeholder. Type without selecting. Press [Ctrl] + [Enter] to access next placeholder. Text can be added directly to several different views.

Adding Slides to Presentations : 

CP586 © Peter Lo 2003 25 Adding Slides to Presentations Click the New Slide button on the Standard toolbar. Choose Insert, New Slide. Press [Ctrl] + [M]. Press [Ctrl] + [Enter] from last placeholder. When you add a new slide, PowerPoint allows you to select from a list of templates.

New Slide Dialog Box : 

CP586 © Peter Lo 2003 26 New Slide Dialog Box

Navigating Presentations : 

CP586 © Peter Lo 2003 27 Navigating Presentations Use the Slide Navigator Scroll bar Next Slide, Previous Slide buttons Keyboard [PgUp] or [PgDn] Other basic navigation techniques work

Applying Templates : 

CP586 © Peter Lo 2003 28 Applying Templates Templates dress up your presentation quickly. Templates are stored in the templates presentation designs folder. Templates are created by professional designers. Double-click default design on status bar. Choose format, apply design template.

Modifying Background Colour : 

CP586 © Peter Lo 2003 29 Modifying Background Colour

Adding Slide Objects : 

CP586 © Peter Lo 2003 30 Adding Slide Objects Some placeholders are for specific objects such as clip art, graphs, tables, organizational charts or media clips. Use the insert menu to insert clip art, sound or an external image. You can also use the insert dialog box to list all the objects that can be embedded into a PowerPoint slide.

Insert Object Dialog Box : 

CP586 © Peter Lo 2003 31 Insert Object Dialog Box

WordArt Object : 

CP586 © Peter Lo 2003 32 WordArt Object You can add text with special effects in your slides using Microsoft WordArt. This is an Example

Different Views : 

CP586 © Peter Lo 2003 33 Different Views You can switch between five views of your presentation, each view giving you a different way of looking at and working with your presentation. See your lab sheet for details.

Different Views : 

CP586 © Peter Lo 2003 34 Different Views Slide view. Outline view. Slide sorter view. Notes page view. Slide show view.

Moving and Resizing : 

CP586 © Peter Lo 2003 35 Moving and Resizing To move or resize an object, first click on the object to select it. Eight handles appear around the object. Click and drag a handle to change the size and/or shape of the object. Click and drag anywhere else on the object to move it.

Deleting and Re-ordering Slides : 

CP586 © Peter Lo 2003 36 Deleting and Re-ordering Slides To delete a slide in slide view, select delete slide from the edit menu. In slide sorter view, select a slide and hit the delete key from your keyboard. You can also change the order of your slides in slide sorter view by clicking on a slide and dragging it to the position where you want it to appear.

Action Buttons : 

CP586 © Peter Lo 2003 37 Action Buttons Action Buttons are objects you can add in your presentation to act as hyperlinks.   Next, choose Action Buttons from the Slide Show menu.   A list of pre-made buttons will appear.

Creating Summary Slides : 

CP586 © Peter Lo 2003 38 Creating Summary Slides First, in Slide Sorter View select the slides whose titles you want to use as bulleted points on your Summary Slide.  To select several slides that are not next to each other, hold down the Control Key as you make your selections.  Once you have selected all the slides you need, click on the Summary Slide button on the Slide Sorter Toolbar

Introduction to PowerPoint & Effective Oral Communication : 

CP586 © Peter Lo 2003 Introduction to PowerPoint & Effective Oral Communication Organization chart

Organization chart : 

CP586 © Peter Lo 2003 40 Organization chart Adding organization chart using “Microsoft Organization Chart” Choose “Organization chart” from “Insert-Picture” A sample chart will be displayed Functions can be accessed by the options in the menus and the tools on the toolbar

Organization chart : 

CP586 © Peter Lo 2003 41 Organization chart Operating organization chart To add text into a box Click on the box Start typing To add a box to the chart Select the box type (Subordinate, Co-worker, etc.) Click on the chart to place the new box

Organization chart : 

CP586 © Peter Lo 2003 42 Organization chart Operating organization chart To delete a box Click on it to select Press the “Delete” key To update the organization chart Choose “Update” from the “File” menu To return to PowerPoint Choose “Exit and Return” from the “File” menu

Introduction to PowerPoint & Effective Oral Communication : 

CP586 © Peter Lo 2003 Introduction to PowerPoint & Effective Oral Communication “Draw” toolbar and its commands

Drawing object : 

CP586 © Peter Lo 2003 44 Drawing object Everything drawn in PowerPoint is known as “drawing object” Drawing object in PowerPoint is divided into two categories Line objects Line, arc, freeform Shape object Rectangle, oval, other shapes drawn with shape tools, text tool

Line objects : 

CP586 © Peter Lo 2003 45 Line objects To draw a straight line with the “Line” tool or drawing arc with the “Arc” tool Select the Line tool by clicking on it Note that the mouse cursor become a ‘cross’ Move the cursor to where one end of the line is desired, hold the button and drag Drag mouse cursor to where the other end of the line is desired, release the button

Line objects : 

CP586 © Peter Lo 2003 46 Line objects With combination of <Shift> key Line can be forced to be Horizontal Vertical Inclining at 450 The <Shift> will give no effect to “Freeform” tools

Shape objects : 

CP586 © Peter Lo 2003 47 Shape objects The process of drawing shape objects is very similar to the drawing of line object Select the desired shape tool Position the mouse cursor (a ‘cross’) to where the shape to begin Click and drag the mouse to draw the shape Release the mouse button when the shape is about the right size

Shape objects : 

CP586 © Peter Lo 2003 48 Shape objects Moving drawing objects The simplest way to move drawing objects is by drag-and-drop Select the shape object by clicking on it Drag the shape object to a new position Release the mouse button to place the shape object

Shape objects : 

CP586 © Peter Lo 2003 49 Shape objects Resizing drawing objects Select a drawing object by clicking on it. Note that the square are known as resize handles Dragging any one of the resize handle Release the mouse button when the object is resized to a right size

Adjusting objects : 

CP586 © Peter Lo 2003 50 Adjusting objects Some drawing objects are adjustable Parallelogram Rectangle Rounded rectangle ...

Adjusting objects : 

CP586 © Peter Lo 2003 51 Adjusting objects Adjusting the shape of an adjustable object Select the object Drag the adjustment handle to change its shape Release the mouse button

Rotate and flip of drawing object : 

CP586 © Peter Lo 2003 52 Rotate and flip of drawing object Flip vertical Flip horizontal Rotate right Rotate left

Introduction to PowerPoint & Effective Oral Communication : 

CP586 © Peter Lo 2003 Introduction to PowerPoint & Effective Oral Communication Animation and sound effect

Animation and sound effect : 

CP586 © Peter Lo 2003 54 Animation and sound effect Preset animation Select a drawing object by clicking on it Choose “Preset Animation” from “Slide Show” menu Select desired animation effect

Animation and sound effect : 

CP586 © Peter Lo 2003 55 Animation and sound effect Custom animation Select desired slide for animation Choose “Custom Animation” from “Slide Show” menu Select desired animation effect