"How to" Guideline series is coordinated by Helen
Mongan-Rallis of the Education Department at the University of Minnesota
Duluth. If you have any questions, comments,
or suggestions to improve these guidelines please me at e-mail firstname.lastname@example.org.
Creating PowerPoint Slide Shows
Guidelines Developed by Helen Rallis
You can use the animation features within Power Point to create a slide show
(like showing old fashioned slides, only you can add all sorts of other special
effects and you don't have to carry around a tray of slides!). These guidelines
will guide you to perform the following:
Overview of topics:
- Set up the slides
- Develop the slide show (animations)
- Create Custom Slide Shows
Setting up the slides:
- Plan out your entire slide show (what slides to include, sequencing,
and if there is to be any text on the slides).
- Create a series of blank slides:
- Start by creating one blank slide.
- Then go into the slide sorter view (this shows you thumbnails
of all of your slides. Since you only have one slide -- the blank one
you just created -- that's all that will show up).
- In the slide sorter view, click once on the slide (it will show you
have selected it by showing a dark line around the edge of the slide).
- Go up the the Edit menu and select Duplicate (shortcut = apple
D on a Mac, control D on a Windows machine). This will add a new blank
page. Repeat this to create the desired number of slides that you want
in your slide show (you can always add or delete these later if you create
the wrong number).
- Insert the photographs you want for your slide show onto the Power
Point pages you have created. Usually it's best to have one photograph per
page (but it's up to you what effect you want to have here). To insert the
photographs there are a couple of different ways to do this:
- Copy and Paste:
- Open the photograph in Photoshop or other image editing software.
- Save it as a gif or jpeg at a resolution of 72 ppi.
- Select the area of the photograph you want to appear on the slide
(this may be the entire photograph or just part of it).
- Copy the image (usually Edit--> Copy)
- Switch to PowerPoint, and open the page on which you wish to insert
- Paste the image onto the page (Edit--> Paste)
- Insert picture from file:
- Have the blank PowerPoint open
- From the Insert menu, select Picture > From file. Navigate to
where to saved the picture, and click the Insert button.
- Adjust picture size to fit the slide. Be sure not to resize it too
large so that the quality of the picture is compromised and it is no longer
clear. You may find that you need to go back to the original high quality
image (the one that you saved the first time you took or scanned the picture).
To resize the photo you can:
- Resize it Photoshop before inserting it into the slide or
- Resize it once you have inserted it by holding the shift key (to maintain
the slide proportions) and dragging outwards on one of the corner handlebars
- Resize it once you have inserted it by clicking on the picture so that
the picture tool bar appears. Then click on the Format Picture button
on the picture tool bar.
This will bring up a the Format Picture dialog box. Select the Size tab
and make changes to the image by making choices from the different options
- Change background color: Once you have created all the slides, experiment
with different colored backgrounds or slide designs so that the pictures contrast
with the slide background color. You can have different colored backgrounds
for each slide if this is not distracting to the viewer. Typically it is better
(and easier) to have the background the same.
- Rearrange slide order: You can rearrange the order of the slides
by going into the slide sorter. To move a slide from one position to another,
click on it once, then drag it to the desired position and release the mouse.
Develop the slide show
Create Slide Transitions. PowerPoint provides a variety of animation
effects that you can use when moving from one slide to another.
- From the menu --> Select slide transition. This will bring up
the slide transition dialog box:
- Select the desired transition from the pull down menu under the Effect
- Select transition speed (slow, medium, or fast).
- Under the Advance box select how the transitions will be applied
(automatically after the number of seconds that you type into the box), or
on mouse click, or both [Note:It's usually best to select both, so that during
the presentation you have the option of advancing the slides quicker than
you had originally intended if you want to speed things up].
- Under the Sound box you can select a sound to be played during the
slide transition (Tip: only choose this if the sound adds to people's understanding
of the slide. Sounds can be very annoying and can distract people from the
point that you are trying to make].
- Apply the selected effect: You can choose to do this just to the
one slide that you have on the screen now (click the Apply button),
or to the entire presentation (click the Apply to all button). If the
slides will be looping automatically and are all similar, you can apply the
same effects to all slides (much easier this way!).
Other options for setting the timing of slides
If you would like to have some slides show for longer periods of time to give
the viewers a chance to read text or to examine a complicated diagram, then
you will need to set the timing for each slide separately. It is best to do
this when you are in the slide sorter view where you can see thumbnails (miniatures)
of each slide.
- From slide sorter view.
Rehearse timings. This allows you to set the timings for each individual
- To set the timing for one or more selected slides, select the slide (or
slides --> hold the shift key so you can select more than one slide at
a time) --> then click on the slide transition icon next to where it
says no transition or where it says the name of the transition you
selected (e.g. box in) above the row of slides --> this causes the Slide
Transition dialog box appears and you can enter in the number of seconds
you want the slide(s) to appear on the screen (as you did above) or you
can use the Rehearse Timings option (see below).
Record narration: This allows you to set the timings for each slide
and at the same time record any comments you want to make to go along with
the slide (be sure to check that you microphone is working and that it is
selected in the Control Panel under "sound.").
- From the Slide Show menu bar --> select Rehearse Timings
- As soon as you select rehearse timings first slide will appear along
with a timer counting seconds (in the bottom right corner of the screen).
The counter will continue to count until you click the right arrow, space
bar, or mouse. Once you click, it moves to the next slide and starts the
counter for the next slide.
- When you finish creating the settings for each slide, a box pops up
and lets you choose to accept the timings or start again.
(NOTE: If you want to change the timing for only one or a few slides (and
keep all the rest the same), you need not go through the whole rehearsal
of timings again. Instead, view the slides the slide sorter. The time
you have set for each appears below and to the left of each slide. To
change the time, click on the slide transition icon, and in the dialog
box manually change the number of seconds).
- Make the content is the focus of your presentation and not the special effects
(e.g. animations, transitions, sounds).
- Use special effects only if needed to emphasize a point (by having
the audience focus on it) and to enhance your objectives.
- Pacing is important. Give audience sufficient time to understand (and, if
applicable, read) what it on the slide. Rehearse the timings before you give
Creating Custom Slide Shows
Custom shows are like a presentation within a presentation. They can be used
when you want to depart from the main content of your presentation to:
- illustrate different aspects of the main presentation in more depth if
your audience should be interested in these.
- show slightly different versions of an issue (for example: if you are going
to give the same basic presentation to two slightly different groups. For
the group from Duluth you want to show them examples that come from Duluth;
for the Hibbing group your examples come from Hibbing).
To access your custom slide shows you create an agenda slide. An agenda
slide allows you to jump to the custom slide show and then return automatically
to the agenda slide for you to continue with the rest of your (regular)
The agenda slide looks and acts very much like a web page. It lists the
different parts of you presentation (like an index or home page on the
Internet). From this agenda slide you can create hyperlinks that jump
to a different section of your presentation and then return you automatically
to the agenda slide so you can move on to the next item.
In the example on the right, the agenda slide links to three different
custom shows (each consisting of 3 slides). At the end of each of these
shows the presentation is set to return back to the agenda slides.
Storyboard showing custom shows
To create an agenda slide that links to custom shows:
- Plan out your presentation. It's a good idea to sketch out a storyboard
(similar to the one shown above). On this show the different custom shows
that you will create. Include a box to show each slide (and even label each
slide so you know what will be on it).
- Create the agenda slide. Use a bulleted list format for this slide.
Enter the names of each of the custom shows as separate items in your bullet
- Create each of the slides [Tip: It is a good idea to use a slide
design that has a heading for your slides, because this heading then shows
up as the name of the slide. If you choose blank slides, then it's hard
to know which slid is which when you are looking at the slides in outline
- Organize your slides into custom shows (i.e. Set of slides that
you want to link to from the agenda slide). To do this:
- From the menu bar --> select Slide Show --> Custom
- This opens a Custom Shows dialog box with now shows list -->
click on the New button to create a new show. A dialog box appears
that shows a space for the slide show name along with 2 other larger
boxes. A list of all of the slides in your presentation will appear
in a box on the left.
- Type in the name of your first custom show in the slide show name
- From the list on the left, click on the slides that you want to appear
in your first show --> then click on the add arrow to add
the slide to your custom show. The name of this slide will appear in
the list on the right.
- Repeat until you have all the slides that you want in this custom
show. In the example below I have names my slide show "UK slide
show" placed 3 slides in it.
- Click the OK button.
- Repeat this step to create your other custom shows.
- Set the timing for the slides shows: If you want the slides to
play automatically without you having to click the mouse to advance each
one you need to set the number of seconds each slide will be displayed before
advancing to the next. To do this:
- If you want to set the timing to be the same for all the slides in
the custom shows: Go to the slide sorter view so that you can
see all of the slides laid out in a storyboard type of format. Click
on the first slide in the custom show --> hold down the shift key
and click one at a time on each of the other slides in the custom show(s)
(making sure you keep holding down the shift key). This will select
all of these slides at once.
- Release the shift key. Go up to the menu --> select Slide Show
--> from the pull down menu select Slide Transition. This
will bring up the slide transition dialog box.
- Under the section where it says Advance --> select the box
that says automatically after --> then type in the number
of seconds for which you would like the slide to display.
- Click on the button that says Apply.
In the slide sorter view you will see that the number of seconds appears
beneath each slide.
[DO NOT select the Apply
to all button because this will animate all the slides in your whole
presentation (including the agenda slide - and it is important that
the agenda slide is NOT animated)].
- Create hyperlinks from your agenda slide to the custom shows. To
- Highlight the words that you want to link (from the agenda list)
--> from the Slide Show menu --> select Action Settings.
This will bring up the Action settings dialog box.
- Under the Action on Click section, select the Hyperlink
to button and choose Custom show from the list that appears.
- This will show a list of all of the custom shows that you have created.
Select Hyperlink to --> Custom Shows --> from the
list that appears (of the custom shows you created), select the show
to which you want to link.
- If you want to return automatically to the agenda slide after the
last slide of the custom show, select the Show and Return check
box. [This is very important as this will cause the show to return automatically
to the agenda slide after the last slide in your show has finished]
- Click the OK button.
- Repeat each of the above steps for each item on the agenda slide.
- To show your custom shows: In the slide show view, when you show
the agenda slide, the list of slide shows will appear as hyperlinks (i.e.
they will be underlined). When you click on any of of the shows, it will
link to the corresponding custom show and loop through each of the slides
within the show, then return to the agenda slide (provided that you remembered
to select the "show and return" box!). You can then select the
next custom show.
Design tip for custom slide shows: have all the slides for your custom
slide show(s) be at the end of your regular presentation (so the custom
slides appear like pages in the appendix of a book, and are accessed only if
you choose to link to them).
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