Workplace Software and Skills
Chapter 6 PREPARING PRESENTATIONS
Chapter Outline
6.1 Presentation and Design Essentials
By the end of this section, you will be able to:
Figure 6.2
Presentations designed with consistency in mind align with the company’s corporate brand, such as using the company logo and color scheme. (Used with permission from Microsoft)
Figure 6.3
A coherent presentation will have a unified message that is focused on the purpose of the presentation. (Used with permission from Microsoft)
Figure 6.4
A good starting point for a presentation is to put together an outline of the key information you want to share. Each top-level bullet point could be its own slide. (Used with permission from Microsoft)
6.2 Designing a Presentation in Microsoft PowerPoint
By the end of this section, you will be able to:
Figure 6.5
Choosing Blank Presentation in PowerPoint means you will start your presentation from scratch. (Used with permission from Microsoft)
Figure 6.6
After selecting Blank Presentation, PowerPoint provides loose guidance on where to place a title and subtitle. You can delete these boxes if desired. (Used with permission from Microsoft)
Figure 6.7
PowerPoint shows thumbnails of the different themes, allowing the user to get an idea of the style and color palette of each one before selecting the one they want. (Used with permission from Microsoft)
Figure 6.8
The Home tab houses five foundational commands in PowerPoint: New Slide, Layout, Font, Paragraph, and Design Ideas. (Used with permission from Microsoft)
Figure 6.9
A storyboard works well to help plan out your presentation before you start designing the slides
Figure 6.10
Your presentation screen should show five slides going down the left side. (The figure shows the first two.) (Used with permission from Microsoft)
Figure 6.11
Slide number one is a title slide, with two lines for you to fill out. (Used with permission from Microsoft)
Figure 6.12
(a) The Title Slide layout has large text to display the title of your presentation. (b) One layout option is to have a title for the slide with one grouping of text under related to the title. (c) Yet another layout option is to put two groupings of text on the slide displayed side by side. (Used with permission from Microsoft)
Figure 6.13
It can be helpful to choose a font style and size at the planning stage, even before your slides are final. Filling in the information in slides (a) through (e) will help you better visualize the presentation content from the audience’s perspective. (Used with permission from Microsoft)
Figure 6.14
Different types of content on a slide—picture only, text only, or a combination of text and picture—can convey different messages to your audience. (Used with permission from Microsoft)
Figure 6.15
The Design Ideas feature can create themes and layout combinations based on your specific presentation. (Used with permission from Microsoft)
Figure 6.16
Selecting the Design tab and changing the theme and variation of the slides that were selected (slides 2–5) allows the title slide to be different but brings consistency to the remaining slides. (Used with permission from Microsoft)
Figure 6.17
These are the options offered in the Variants command group. Think of them as “variations on a theme,” or a deeper level of control over your design. (Used with permission from Microsoft)
Figure 6.18
Changing the aspect ratio will apply to your whole presentation. (Used with permission from Microsoft)
Figure 6.19
This customized background makes use of a gradient fill. (Used with permission from Microsoft)
Figure 6.20
PowerPoint has many different options for viewing your presentation, from both viewer and behind-the-scenes perspectives. You can zoom in on areas, enlarge the screen entirely, view the elements in different colors, and arrange the windows so you can click through them more easily. (Used with permission from Microsoft)
Figure 6.21
In Normal view, you can see thumbnails of your presentation. (Used with permission from Microsoft)
Figure 6.22
In contrast, Outline View only shows an outline of the text on the slide. (Used with permission from Microsoft)
6.3 Formatting Microsoft PowerPoint Slides: � Layout and Design Principles
By the end of this section, you will be able to:
Figure 6.23
The lightly colored dashed lines set off a narrow margin around the slide. (Used with permission from Microsoft)
Figure 6.24
These slides show two examples of proximity as it relates to how information is displayed to the audience: (a) displays a chart with a distant proximity to the subject matter and (b) displays the same information, but with the audience in closer proximity. (Used with permission from Microsoft)
6.4 Adding Visuals and Features to Microsoft � PowerPoint Slides
By the end of this section, you will be able to:
Figure 6.26
The Insert Table option on the Insert tab of PowerPoint is identical to inserting a table in Word. (Used with permission from Microsoft)
Figure 6.27
PowerPoint also gives users the option to access stock photos or online pictures directly from the Insert Picture menu. (Used with permission from Microsoft)
Figure 6.28
After you locate the image file on your device, choose Insert to place the image on the slide. (Used with permission from Microsoft)
Figure 6.29
Once you have placed the image, you can resize it and move it on the slide. (Used with permission from Microsoft)
Figure 6.30
The Picture Format ribbon opens automatically when you select any kind of image. (Used with permission from Microsoft)
Figure 6.31
Parts (a) and (b) show a before-and-after example of how a picture can be cropped to expand the focal point. (Used with permission from Microsoft)
Figure 6.32
By default, text boxes will not have visible borders unless you choose to add them. This gives a seamless look when placed next to or on top of an image. (Used with permission from Microsoft)
Figure 6.33
WordArt can enhance your text beyond simple formatting, adding elements such as gradients, fills, and shadows. (Used with permission from Microsoft)
Figure 6.34
Giving slightly different styles to “Long Term” and “Short Term” helps differentiate the lists. (Used with permission from Microsoft)
Figure 6.35
Rotating your WordArt-formatted text gives a dramatic appearance. Use caution when employing this feature, as it can sometimes be too informal for business presentations. (Used with permission from Microsoft)
Figure 6.36
PowerPoint includes a large inventory of shapes that can be used to enhance your slides’ visual appeal. (Used with permission from Microsoft)
Figure 6.37
Dragging any of the dots will allow you to resize your shape. Select and hold the curved arrow to rotate your shape. (Used with permission from Microsoft)
Figure 6.38
Inserting a chart allows you to provide a visual representation of numbers and data in your presentation. (Used with permission from Microsoft)
Figure 6.39
SmartArt offers a list of options to select from with a preview screen on the right side. (Used with permission from Microsoft)
Figure 6.40
By selecting one of the categories, a unique list of options can be reviewed and considered for use. Many of the graphics show animation and movement. (Used with permission from Microsoft)
6.5 Designing a Presentation in Google Slides
By the end of this section, you will be able to:
Figure 6.41
The different templates and themes have descriptive titles, such as “Status report,” to help users choose an appropriate one. (Google Slides is a trademark of Google LLC.)
Figure 6.42
When opening a saved PowerPoint presentation, Slides warns users of the potential loss in functionality. (Google Slides is a trademark of Google LLC.)
6.6 Creating Google Slides: Layout and Text
By the end of this section, you will be able to:
Figure 6.43
In PowerPoint, the WordArt feature allows users to add formatting to text as shown in the headers on this slide. (Used with permission from Microsoft)
Figure 6.44
When converting PowerPoint slides to Google Slides, some formatting like WordArt is not supported and will be removed. (Google Slides is a trademark of Google LLC.)
Figure 6.45
When you select a font from Google's drop-down list, that font will also appear at the top of your Recent fonts list. (Google Slides is a trademark of Google LLC.)
Figure 6.46
The Slide menu gives you tools to customize your slides with themes, transitions, and background modifications. (Google Slides is a trademark of Google LLC.)
6.7 Adding Visuals and Features to Google Slides
By the end of this section, you will be able to:
Figure 6.47
This theme has a completely different background and layout from our theme in PowerPoint. Slides automatically adjusted the image and text to fit. (Google Slides is a trademark of Google LLC.)
Figure 6.48
The drop-down window of the Insert tab in Slides has the option shapes listed. On further selection of shapes, a large variety of useful options appears. (Google Slides is a trademark of Google LLC.)
Figure 6.49
When you select the desired shape, you can resize it by dragging the outline of the shape. (Google Slides is a trademark of Google LLC.)
Figure 6.50
These shapes show a simple example of a flowchart. But you could arrange the shapes in different ways or add extra branches to the chart to represent your custom workflow. (Google Slides is a trademark of Google LLC.)
Figure 6.51
When a link is “live,” it will turn bright blue and appear underlined. This lets you know you can click on it. (Google Slides is a trademark of Google LLC.)