2011-12-06-Powerpoint Part 2
Seminars@Hadley
Preparing Powerful PowerPoint 2010 Presentations
for Blind Users (Part 2)
Presented by
Amy Salmon
Moderated by
Billy Brookshire
December 6, 2011
Billy Brookshire
Welcome to Seminars@Hadley. Today we’re going to be talking about Preparing Powerful Power Point 201 Presentations for Blind Users. This is part two. Part one again is archived. You can listen to that by going to “Access past seminars” from our opening web page, and I encourage you to do so.
Your presenter this morning is Amy Salmon who is a Hadley instructor and just a technology expert. She would probably tell me I was wrong about that, but Amy really knows this stuff folks. And this is a good time to ask your questions of somebody who’s been there and done that, as they say, and knows it backwards and forwards. So, give Amy your questions and your attention and without further ado, as they say, I am turning the microphone over to Amy.
Amy Salmon
Thanks Billy. I want to welcome everyone today to Part 2 of our Preparing Powerful Power Point Presentations for Blind Users. As you can tell I like alliteration, so I used a lot of “P”s today. For those of you who were with us last week, I do want to apologize for the lost segment. I am going to be going over that this morning before we get into the main section of today’s presentation, so we will go ahead and start with that shortly.
So, before I get started on today’s seminar though I want to give a summary of where we’ve been and where we should be today. Last week I introduced you to Power Point 2010. I explained the ribbons and the features of the 2010 Power Point window, and detailed the difference between Power Point 2003, 2007, and the new features available in 2010.
We then opened Power Point, created a new Power Point presentation. Edited and entered text on our title slide for our presentation. Added a second side to our presentation using the default slide entry; and then added a third slide to our presentation using the new slide feature under the home menu. We then entered text on slide two; we entered text on slide three. We also inserted a background color for our overall slide presentation.
As I noted last week, the standard default colors on Power Point is a white background with black text, and I changed the background color of our presentation to a light blue last week to give us a little color and visual appeal. We then inserted pictures – a background picture on slide two and we inserted another photo on slide three. We then inserted an audio recording. And in last week’s presentation I actually inserted it on slide three; I really wanted it on slide two. So if you see the actual final presentation of this you’ll notice that it is on slide two now.
We then set that audio recording to automatically play when the slide was advanced to during the presentation. And we, on slide three, we have a bulleted list of five items that we typed in, in the second object place holder on slide three. And what I was getting to, where I lost you guys last week, was setting those bullet items to fly in one at a time once ht slide is activated during the presentation.
And the reason that I wanted to do this was that often when you’re presenting to an audience and you have a slide presentation or a Power Point presentation, if your audience is sitting there they’re reading all the bullet points that are on the screen and you’ll lose their attention. If you fly these bullet points in one at a time, that gives you a chance to talk about them and keep your audience engaged as well as give you a little visual effect. So we’re going to talk about flying in the bullet points next.
I’m going to release the microphone for a second to see if anyone has questions about what we covered last week before I get into picking up where we lost each other last week and then finishing up with the remainder of today’s presentation. To summarize that I want to cover today after I catch us up from last week, we will be using some advanced animation effects, adding sound effects to our bulleted items. We will then be talking about hot to create speaker notes; how to print and create handouts of our presentation; how to add alternative text to our images and graphics in our presentation. And finally, I’m going to conclude with some tips on presenting as a visual…
Billy Brookshire
Hi folks. Amy is attempting to get back on line. She’s had to sing off, but she’ll sign back in so bear with us. She’ll be back in just a second, so hang in there. Isn’t technology wonderful? It is the best and worst of all things it seems like. Okay, I’m going to get out of Amy’s way; it looks like she’s back.
Amy Salmon
Alright Billy I’m back. I don’t know what’s going on with my connection here and I do apologize to everyone. Billy, can you tell me where you lost me this time?
Billy Brookshire
Amy you were just reviewing you were talking about how you were going to talk about how to put in the bullet points.
Amy Salmon
Okay. What I’d like to cover today is we’re going to start up with flying in bullet points. Did you catch where I wanted to cover what we missed from last week as well as what I want to cover today Billy?
Billy Brookshire
Yes, I think we caught all of that Amy.
Amy Salmon
Okay. I think my problem is the locking talk key Billy, so I’m going to do that a different way. Does anyone have questions for me before I take over the microphone to go over what we missed last week? Okay, I’m hoping that the talk key is locked. If it’s not, Billy, send me a text message right now in the chat room, otherwise I’m going to move over and start the presentation. If you guys can bear with my JAWS for a second; alright thanks Billy.
Alright, we’re going to go ahead and go back to where we left off last week, so let’s go ahead and open Power Point. If you want to go to your “start’ menu in Windows 7, in the search edit box we’re going to type in Power Point and you hear that it automatically inserted that; press enter to open or launch the program. Okay. It automatically puts a blank slide show in here. We want to go back and open the file from last week, so “alt F” to go the file menu and then we’re going to down arrow to “recent”.
And I labeled this “Hadley Presentation 2”, so we’re going to open this. Now, just as a review, to move between the different panes or sections of your Power Point 2010, you press the F6 key. So let’s go ahead and review with F6. That’s your ribbon; you’re notes page pane; your slide thumbnails tab pane, which allows you to quickly move between each of your slides, and your slide area pane. Shift F6 to move back to your slide thumbnails tab and then let’s down arrow to see what slides are here.
So we have three slides here – two is the Haley mission and the third slide is the Hadley Program Area slide. That’s the slide that we want to go back to working on, where we left off from last week, so press F6 to move to the slide area pane. Let’s see what’s on this slide by pressing the tab key to move between the place holders on this slide. So we have a title labeled “Hadley Program Area”. We have an object, which is where we inserted the picture last week, and we have our second object pace holder which has our five bullet points; and this is where we want to set this to fly in.
Okay. Let’s go to the animations ribbon. We’re in the object place holder with our five bullet points, so now we need to go to the animations ribbon – Alt A. And then we want to press the “S” for Styles – okay, you’re in the styles drop down or lower ribbon. Press down arrow to appear and then press right arrow – I will tell you guys this ribbon is tricky. So we’re going to down arrow again, you see all your different options here, and I am just left arrowing here to “fly in” and it now says fly in, press enter. But I will warn you guys that this is a tricky menu and you have to up and down arrow and left and right arrow key till you get to that fly in.
Okay. So now we’re back on our slide area pane. Let’s set these to fly in. I want these to fly in – this object place holder is visually on the right side of the slide; I want these bullet points to fly in from the right. So let’s set these to fly in from the right. So we have to tab back to our object place holder that has our bulleted items. We’re going to press Alt A to go back to the animations and then press “O” to select the “effects” option. And then “O” and right past it from bottom up arrow – I do apologize – down arrow. So we want to do from right – the actual hot key to do this is Alt A then “O” then “R”. So press enter.
So we’ve now set these bullet points to fly in one at a time from the right side of the slide. Let’s save our presentation with Ctrl S and then we’re going to move on and I’m going to pick up where we lost last week.
Formatting a presentation is an important part of your presentation; you want it to look nice. You can use spell check in Power Point to check the spelling of your slides. I recommend you do this, because the most embarrassing thing you can have is a huge typographical error on your title slide that’s in front of an audience of 25 or 50 people.
To use spell check in Power Point let’s first go back to our slide thumbnail pane with F6; actually I’m going to “Shift F6” since it’s one behind where we are right now. And then I’m going to p arrow to slide one. Press F7 to engage the spell check feature and then we’re going to tab to the suggestions; tab to move between the different options between your spell check dialogue box and then “okay” to complete the spell check. So that’s how you use spell check. It’s just like checking a document in Microsoft Word using the F7. And then let’s save our presentation to make sure that we save any changes we made. You’re going to find I’m a hardcore user of the save command.
Sometimes you might want the text on your slide to be a different size then the default text that Power Point puts in. That’s pretty easy to do. Let’s go ahead and go – we’re on slide one, but let’s verify it by navigating to the slide thumbnail pane with F6. And then up and down arrow to get to slide one; F6 to move to our slide area pane. Let’s tab to the title place holder on this slide.
With our focus on the “center title place holder”, press enter to go into editing and then I want to select this entire line, so I’m going to press “home” to go to the beginning and then “shift” “end”. And then I’m going to open the font dialogue box. And then we’re going to open Ctrl Shift F. The first place you’re placed is in the font. So in the font text box here you can choose to change the font from the default Power Point font.
So if you want to choose Arial or Times New Roman; the style just like in Microsoft Word is a drop down or combo box, and you can choose to have it regular, bold, bold italic in this drop down. Let’s go to the size though; that’s the one I want to change. The current size is 44 points and I’m going to change this to 40 points; I want this a little smaller. So I’m going to just type in 40 and press enter. So I just changed the size of the font for my center title place holder on my title slide, or slide one. Press “escape” to get out of editing mode, and then Ctrl S to save your file.
The other thing that I did cover last week that we lost in the recording was how to use the slide thumbnail view to copy a slide pasted, relocate a slide, or delete a slide. So let’s go back to the slide thumbnail view with Shift F6. Okay, to copy a slide, so let’s say you want to put a second version of the same slide in your presentation, navigate to the slide you want to copy. So we’re going to copy slide number two.
To copy it press Ctrl C, and then down arrow to the slide that you want to insert it after. We’re going to insert it after slide three. And so now press Ctrl V as in Victor. That didn’t work so let me try it again. So I arrowed to slide two, press Ctrl C to copy; down arrow to slide three, press Ctrl V to paste it. Now if you up and down through your slide thumbnail view, you now have a fourth slide that’s been inserted after the third slide, which is a copy of slide two.
To delete that slide, or to delete a slide from your presentation all you have to do is arrow to it in the slide thumbnail pane. So we’re going to arrow to slide four, which is the copied slide we inserted, and press the “delete” key. Now, if you arrow back up in your slide thumbnail pane – and that’s how easy it is to literally copy and paste, or insert a slide, or delete a slide. That’s where we kind of lost each other after last week. So I’m going to come back into the room and see if anyone has questions before I start on this week’s topic.
Billy Brookshire
Any questions for Amy folks? Looked like several of you were wanting to raise your hands to ask questions, now is the time.
Amy Salmon
Alright, I’m going to go ahead and get into the context of our presentation for today. As I said when I started today, what we want to cover today is how to add advanced animation effects. Specifically we’re going to add on our bulleted list item on slide three, we’re going to add a sound effect to them so that they kind of make this cool sound as they come onto our slide. And then we’re going to talk about how to add alternative text for graphics and images, which is very helpful if you’re a visually impaired presenter, or if you’re sharing your power Point presentation with other users who might need that accessibility feature.
We’re going to talk about adding speaker notes to your Power Point presentation. How to create and print handouts of your presentation, and then finally, we’re going to talk about some tips and tricks for presenting as a visually impaired presenter. So again, if you have any questions ask me now, otherwise I’m going to take over the microphone.
Billy Brookshire
And you can ask questions via the microphone folks or you can also send them via text; whatever your comfort level. If you have questions for Amy be sure we know about them because she’s the person that can answer all the issues you might have.
Amy Salmon
Okay, I took back over the microphone. We’re going to go on to Part 2 of Preparing Powerful Power Point presentations. The first thing we want to do is we want to talk about advanced animation. So let’s go to out Power Point presentation. Let’s go to our slide thumbnail pane view with F6. And we want to arrow to slide number three, and then we’re going to F6 to the slide area pane. We’re going to tab to the second object place holder, which is where our bulleted list is.
Okay. Now that you’re in your object place holder with your bulleted list press Alt 8 to move to the animations ribbon. Press “C” to open the animations pane. And I’m going to tell you all I’ve been working on this for a month or so and this, again, is a quirk with Power Point 2010. Sometimes it pulls this up right away, sometimes it doesn’t. So if you don’t get feedback right away, go back to your menu, make sure you’re in your object place holder with your bulleted list; Alt A to go to animations; “C” to go to animations pane.
And it didn’t take again, so I’m going to try Alt A and now it took. So you heard it say “animations pane”; press the tab key and you heard it say “fly in content place holder three”, lots of stuff there, depending on your access technology will depend on what it all reads to you there. But what I want to do is I want to get down to the fifth or last bullet point, so I’m just going to down arrow key. So we’re on five of six; “shift” “home” to select all five bullet points. Press enter to open the fly in dialogue box and then we’re going to go to – let’s see, what do we want to do first here – let’s do Ctrl tab to go to the timing.
We’re going to change the timing to fly these in at a medium rate; right now it’s set at very fast. Ctrl tab will switch you to the timing page. On the starting let’s down arrow and down arrow to after previous. Tab one – the delay, we want to change this to medium, so let’s up arrow, which is the medium. Actually I’m sorry. I missed there. What you want to do is leave the duration at the default, tab to the delay of the default, Shift tab to duration and up arrow to medium. So two seconds are medium. And let’s tab through this and now we want to go to the “effects” page tab.