Reducing the Size of PowerPoint Files
PowerPoint is a common options method for delivering curriculum or instruction over the Internet. Unfortunately, after adding multiple slides, transitions, design templates, sounds, and images, the file can become extremely large. This creates a problem when sending the presentation via email, or downloading the presentation from the Internet or Blackboard. There is a simple solution to this problem. The solution to the problem is simple.
1. Avoid Fluff
First, create the presentation without sound (wav) files or animated GIFs. These two items add additional size, yet rarely enhance the overall presentation. If a sound file is added top a presentation, it should be pertinent to the topic of the presentation.
2. Turn off fast saves
- Click Tools
- Click Options
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- Click the Save tab
- Uncheck the Allow fast saves check box.
- Click OK
- Save your presentation under a new name
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3. Reduce Image Size
Images such as photographs and ClipArt are compressible to a web-friendly size. Depending on the number of images in the presentation, compression can reduce the file size from 10 to 30 percent
When the presentation is complete, double-click on any image (including ClipArt) in the presentation
- The Format menu appears
- Click the Picture tab
- Click Compress
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The Compress menu appears
- Under Apply To, Choose all pictures indocument
- Under Change Resolution, choose Web/Screen
- Under Options, make sure that both boxes are checked
- Click OK
- On the next menu, click Apply
- Click OK again
- Save the document
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That’s it! You have reduced the size of your PowerPoint file. This process works for all office documents. However, because the quality of the image is reduced, this process is not recommended for documents (especially in Word or Publisher), that will be printed or depend on a high level of image quality.
Create a Customized Course Banner for your Blackboard Course Homepage
Now that yo have loaded all of the course documents, assignments, and the syllabus into Blackboard, why not take a minute to give it some Pizzazz! When your students open up the Blackboard course welcome them with a customized course banner. Here is how to do it:
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- Open PowerPoint
- On the title slide, add a Design Template
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- Click File
- Click Page Setup
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- On the Page Set-up menu, scroll down and choose Banner
- Click OK
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- Type Welcome & course name
- Add ClipArt if you like
- Click File
- Click Save As
- In the File Type menu, choose “PNG” (Portable Network Graphics Format)
- Click Save
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- Open Blackboard and log in to your course
- Click Control Panel
- Click Course Design in the Course Options Control Panel
- On the next page, Click Course Banner
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- Click Browse to locate and upload the new image
- Click Open to upload it
- Click Submit
- Click OK on the next page
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- Click on Courses breadcrumb to return to the main page
- The new Banner will be there
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- If you want to change the button style, return to the Control Panel
- Click on Course design
- Click on Menu Design
- To change button text, choose Manage Course Menu from the Course Options Control Panel
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Importing and Exporting Fonts
Here is the scenario:
You have completed a document in Microsoft Office (Word, Publisher, Excel, or PowerPoint) with a font from your home computer. Instead of printing it at home, you save it on your portable memory stick and try to print the document on another computer. However, when you open the document, you discover the font that you chose for the document is not on the computer. What do you do? Today’s Tech Tip will show you how to import and export fonts from on computer to another. Click here to listen to the instructions as a podCast in MP3 format!
Editing Images in Microsoft Office
Did you know that Microsoft Office has a built in image editor? The image editor allows for images to be resized, cropped and re-colored. For this tech tip, we will create a screen capture, then crop, resize, re-color and wrap text around the image. Click here to listen to the instructions as a podCast in MP3 format.
Downloading and Saving PowerPoint Templates
Would you like to give a PowerPoint presentation that people will remember? Then why not create your PowerPoint on a customized UIW template? Download and save one, two, or all six of the templates. As a bonus, three of the designs feature the UIW 125th Anniversary logo! Have a pen handy to write down the instructions for saving the template!
This is how to do it: |
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- Write down the instructions for saving the template!
- Choose a template by clicking on it
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- A dialogue box opens
- Click Save
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- Click on my computer, then on each of the following files:
- Double-click on Local Disk (C:)
- Click on Program Files (If the files are invisible, make them visible)
- Click on Microsoft Office
- Click on Templates
- Click on Presentation Designs
- Click to Open
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- Be sure that the "Save as Type" dialogue box reads: “All Files”
- Click Save
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- The "Download Complete" dialogue box will open
- Click Close.
- As additional templates are downloaded,
- Click Save in the dialogue box. The template will save in the template folder
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| Retrieving the template to use in a PowerPoint |
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- Open PowerPoint
- Click on Design
- Move the mouse down to the bottom of the design template list
- Click Browse
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- Click on each template
- Click Apply
- Repeat the process for each template
- This will load the templates into the design task bar
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Creating Invitations Using Publisher
It’s December and you have not even started your Christmas shopping, much less decided on your Christmas cards! Have you given any thought to Christmas stationery, postcards, or invitations to your Christmas Party? Did you know that Microsoft Publisher allows you to create your own festive holiday stationary, note cards and invitations? Did you know that you can create customized holiday colors? In addition, with the help of Office Online, you can download unique clip art for the season.
As a way of saying Merry Christmas from the Office of Instructional Technology, December’s tech tip will show you how to create a unique party invitation, complete with photos, borders, clip art, and customized colors! The instructions apply to any Publisher media, including Christmas cards, postcards, and holiday letterhead. The instruction is in PDF Format, just Click Here and print!
Effective PowerPoint
Here is the scenario:
Your group has chosen you to create a PowerPoint presentation for a group project. The success of the presentation will be a major factor in determining the group’s grade for the project. What will you do? Well, here are some tips that will keep your PowerPoint from becoming “PowerPointless”.
| Plan |
Success in any project requires good planning. The best way to plan a PowerPoint is to create a story board. This simple tool will allow you to organize the presentation. Use a story board to determine content, font, graphics, and the overall design of the presentation. |
| Contrast: Seeing is Believing |
Take a moment to preview the lighting conditions in the room where you will make your presentation. Contrast a darkened room, such as an auditorium, with a light-colored or white background and dark text colors such as blue or black. Conversely, use a dark background and white or mauve text in a brightly lit room. If your background is a darker color, Use the shadow feature to make the text stand out. |
| A Word About Fonts |
Set the mood of a presentation by using a unique font style in the title. For example, use an Old English to convey a sense of history, a gothic font for a math of science presentation, or a stylish script font for a presentation about art or fashion. Use sans-serif fonts such as Arial, Geneva, or Verdana in the main body of the slide. Be sure to export any fonts that are in the PowerPoint along with the slideshow if the presentation is on a different computer. ( Click Here to learn about importing exporting fonts). |
| Use Synonyms When Possible |
| Do not repeat the same adjective several times within a slide or during a slideshow. One word may have several meanings, depending upon the context in which it is used. PowerPoint contains thesaurus that will identify an appropriate synonym. |
1x1x1= Getting the Point Across |
One Slide Show, One Background, One Transition . Whether you use a design template or a colored background, use the same background on every slide. Multiple changes in the background elements of a show will cause the audience will focus on those changes, not the presentation. Use transitions only as a means to move from slide to slide-if at all. Using a transition to reveal individual bullet points dilutes the importance of what you have to say. Reveal all of the information on each slide at transition.
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The 6x6 Rule |
| A PowerPoint is a visual aide, not your report. Use the information on each slide to inform your audience about a point you are trying to make. Keep the text simple, no more than 6 bullet points per slide, and 6 words or less per bullet point. The text will serve as a reference point for your audience. |
| Rules Were Made to be Broken |
| While the six by six (6x6) rule is considered the standard for the quantity of text placed on a slide, there are times when complete sentences are necessary to make your point. Examples include quotes or explanations of scientific data. |
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Remember the Audience |
| Important documentation, quotes, charts or tables should accompany the presentation in the form of handouts. If the presentation is going to be posted on the Internet or sent by email, include all associated documentation. Use as much detail as possible. The Notes section of your PowerPoint is a great place to store documentation related to the PowerPoint. You can print both the notes and the slides in one page. |
| Tables and Charts |
| Do not use the Chart Wizard program. Instead import charts and table data from Excel, Access or by copying and pasting the original data source. Data in tables is easily compromised using the “one size fits all” chart-making program in PowerPoint. Print the chart out and give it to the audience. As you make your presentation, provide reference points on the slide that relate to the information in the table or chart. This will keep your audience focused on your interpretation of the chart. |
| Hierarchy |
| Keep the hierarchy simple. Bullet points should step down only once. Each slide should contain a topic, with bullet points that reinforce the topic. Only the facts and information that are essential to the slide topic should be on that slide. |
| Less is More |
While PowerPoint does allow users to place sound effects, clip art, and animated GIFs, they are rarely necessary. Unless your presentation requires a significant amount of graphics to make its point, use graphics, such as clip art sparingly. A good rule of thumb for clip art is one clip art for every three slides. As for sound effects, the only person making any noise is the presenter. Sound effects take away from the effectiveness of a presentation and diminish its quality. (The applause you will receive when you finish your presentation is the best sound effect). |
| Practice, Practice, Practice |
There is an old joke that goes: “How do you get to Carnegie Hall? Practice, practice, practice!” While your PowerPoint may never get to Carnegie, your audience will be impressed if you rehearse. Rehearsal keeps you from reading directly from the slide, (the Cardinal Sin of PowerPoint), adds depth and inflection to speech, develops comfort presenting the topic, and imparts to the audience the impression that you are an authority on your topic. In addition, you stay focused on the topic, remember to emphasize facts, and organize the flow of information during the presentation. Once you are satisfied with the finished product, ask a colleague or classmate to listen to your presentation. Reflect with your colleagues on ways to improve the content, flow and quality of the lecture.
Click Here and here to see samples of Effective PowerPoints
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Spell Check on Steroids:
Using Advanced Spell Check Options
Let’s say that you wouldn't know a passive sentence unless it introduced itself. Did you know that Microsoft Word offers you the option to review your writing style? This way, your spell check will also identify passive sentences, use of the first person, and measure the Flesch-Kincaid reading level. Not only that, but you can customize the dictionary so that every time you write a letter to Uncle Zylmpovic, the computer does not see his name as a misspelled word. You can also modify Spell Check to check spacing after sentences as required by MLA or APA formatting! Download the PDF Version |
This is how to do it:
| Set Readability and Writing Style |
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- Click on Tools in the Menu Bar (or push the F7 Key)
- Click on Spelling and Grammar
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- Click on the Options Button
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- Under the Grammar button
- Click the Check Box for Show Readability Statistics (This will show the Flesch-Kincaid Reading level for your paper after the Spell Check has been completed. You will want to strive for a twelfth grade reading level).
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- While in the Options section,
- Look for the Writing Style drop down menu, and
- Choose Grammar and Style
- Click on the Settings Button
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- Under the Style Menu
- Click on the check boxes to select
- Passive Sentences
- Use of First Person
- Click OK Twice
- Click on Resume to continue with Spell Check
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| Set Spacing After Sentences for MLA and APA Publishing Formats |
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- Push the F7 Key
- Click on the Options Button
- Look for the Writing Style drop down menu, and
- Choose Grammar and Style
- Click on the Settings Button
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- Under the Require Menu
- Select Spaces after Sentences
- On the drop down menu, Select 2 or 1, depending on the report publication style (APA or MLA)
- Click OK
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| Adding to a Spell Check Dictionary and Adding Custom Dictionaries |
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- Push F7
- Click on the Options Button
- Click on the Custom Dictionaries button
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- Select the Default Dictionary
- Click Modify
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- In the Window labeled Word, type the name that you want to add, in this case, Zylmpovic
- Click Add
- Click OK
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| You can even create a custom dictionary. For example, if you are writing a paper on Yugoslavia, Place the names of all of the leaders in a custom dictionary. |
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- Click on Custom Dictionaries
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- Name your Dictionary (We named ours Yugo.dic)
- Click OK
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- Click the Checkbox to select the new dictionary
- Click Modify to add new words
- After all words have been added, Click OK
- Click OK
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Spell Check Using a Custom Dictionary |
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- Click Options
- Choose the Custom Dictionary (Yugo)
- Click OK
- Click on the Recheck Document button
- Click Close
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