Guidance for completing your e-Profile
- Loading the e-Profile template
- Editing the template
- Inserting pictures into the template
- Animating the slide show
- Animating the slide show text and graphics
- Viewing linked files
- Hyperlinks
- Using sound in PowerPoints
Loading the e-Profiletemplate
Open the template document from the CD.
The templates are stored on the CD in an age-related or topic-based folder.
Select the template you wish to use and click the Open button.
The blank template will load.
You must now save the template to your area on the network, onto your computer, to a CD or onto a floppy disk.
The template is now active and ready for use.
Editing the template
The template will load ready for use.
Select the first slide, from the list in the left-hand task pane.
To edit the text, simply click with your left mouse button on the text box where the prompt text is.
The text box outline will appear as a dotted grey outline.
Delete the prompt text and replace with your own information.
Move through the e-Profile slides deleting text and replacing with your personal information.
Inserting pictures into the template
To insert a picture, firstly click on the dotted Clipart box with your left mouse button.
Once selected, the box will appear as a grey dotted outline. If the box does not appear, then simply copy the picture you wish to use and paste it onto the slide.
You can position the picture and resize it to suit your purpose.
Select the picture and click the Insert button.
Animating the slide show
To animate the movement between the slides you must set the slide transition.
The Slide Transition window will appear somewhere on your screen.
Now test the effect by running the slide show by clicking on View Show.
Repeat process to adjust any aspect which is not right.
Animating the slide show text and graphics
Select the text or graphics you wish to animate, by selecting Slide Show menu and then select Custom Animation.
Select the effect from the options. Repeat as necessary.
Viewing linked files
Some pages provide hyperlinks to useful Word documents or other slides in the presentation. Simply click on the link to view a document.
If it is a separate Word document you must save a copy of it onto your computer or disc.
Save and close the document to return to your slide show.
Hyperlinks
Within the PPT there are a number of hyperlink icons.
To enable those that are active to work, all the documents, including the PPT, must be saved within the same folder. Give it a distinct name. You may also need to activate links if they become disconnected during copying. This is a simple process.
With the slide in normal view select and right click on what you want to hyperlink.
You will get one of two possible boxes appear. The one on the left is where there is a hyperlink and the one on the right is where there is none. Click on the relevant command and this will take you to the next dialogue box.
If you are inserting a hyperlink click on Existing File box on the left-hand side. This should display the Year 6 folder and show all the documents. Click on the document to which you wish to link and click OK. This will have completed the link, so that when the PPT is running you can open another page or document directly from the hyperlink. If you wish to jump to another slide then you select the box on the left that says Place in This Document and it will ask you to identify the slide to which you wish to jump.
Acknowledgement: Some of this material is edited with permission from the Malit website.
Using sound in PowerPoints
Adding sound to a PowerPoint (PPT) presentation can make it more exciting and provide another way for users to access information that they might not be able to see or read.
Before we get started, please note an important difference between a linked sound file and an embedded sound file. When you bring a sound file into a PPT presentation you can store it in the same folder and link to the sound file or you can embed the file within the presentation so that it is built-into the presentation. The advantage of embedding is that if you move the presentation to another disk or e-mail it to someone, you donot need to worry about including all of the linked files – they are part of the presentation. However, keep in mind that embedding a sound file greatly increases the file size!
You can include music or voice in a PowerPoint presentation. Voice sound clips may include a short sound byte from your favourite movie or narration of your voice through the entire presentation.
Inserting a sound or music clip
First let us talk about how to insert a sound or music clip into an existing PPT presentation.
1First, save* the sound file that you would like to use in the same folder as the presentation itself is stored in (you might want a separate folder for each presentation).
2Go to the page in your presentation where you would like to insert the sound file.
3From the Insert menu, go to Movies and Sounds and select Sound from file ... .
4A new dialog box will then open where you can select the sound that you would like to include.
5You can then select whether you would like the sound to play automatically. If not, it will play when you click on it.
6A graphic that looks like a megaphone will show up on your presentation, you can position it wherever you like.
7Now, when you come to that slide in your presentation it will either play automatically or when you click on it, depending on what option you pressed. Keep in mind that not all computers have external speakers, you may need headphones to hear the sound.
*To download a file, right click on the file and select Save link target as ….
How to record your own voice
Next, let us talk about how to record your own voice into PowerPoint.
Believe it or not, recording your voice (or other sounds) into PowerPoint is very simple. Before we get started, let us make sure you have the right equipment and talk about when you might want to use voice narration. In order to record your voice, you need to make sure that your computer has a sound card (most do) and a microphone. If needed, check your microphone is plugged into the appropriate jack in your computer.
When would you use this? Anytime that you would like your audience to be able to hear your voice with the presentation (without you giving the same presentation over and over again). It could be used to place a presentation on the web or just to deliver to someone who missed your presentation the first time around.
1First, open up your presentation and go to the slide where you want to start recording (you can start on any slide, it is done on a slide by slide basis).
2From the Insert menu, go to Movies and Sounds and select Record Sound.
3This will bring up the Record Sound dialog box with three buttons – play, stop and record.
4To begin, press the Record button (red circle button) and begin talking into your microphone.
5When you are finished narrating that slide, press the Stop button.
6Press Play to see if you like the recording (make sure your speakers are turned on).
7If you want to try again, then simply press Cancel and go through the process again until you get a recording that you like.
8If you like it, you can press Record again to add more narration or press Ok and the sound icon will show up on the slide.
By default, sounds will start when you click on the sound icon. You can also set them to start automatically.
1Right click on the sound icon and select Custom Animation.
2Select Start with previous and the sound will automatically start when you click on the slide.
Frequently asked questions
Q:Why does PowerPoint make some of my files linked and some of them embedded?
A:If a sound file is under100K then PowerPoint automatically embeds it into the presentation. If it is over 100K, then it adds it as a linked file.
See PowerPoint Help for information on how to change a linked file to an embedded file and visa versa.
Q:Where do I find sound files?
A:There are many places on the Internet where you can find free sound files. You can find them by using any search engine!
Acknowledgement: This material is taken from Massachusetts Department of Education, available at:
Sound.pdf .
June 2007e-Profiles – Guidance for completing your e-Profile 1