Exercise 8 - presentation graphics

Make up a presentation graphics show from completed material on next tasks. You can use your own material or fetch completed material from address: <URL: http://appro.mit.jyu.fi/ohjelmistot/demot/materiaalia.doc>. Save the material into U-disk.

You can use lecture papers of the course as help when you analyse the material. Electronic lecture papers can be found from address: <URL: http://appro.mit.jyu.fi/doc/esitysgrafiikka/>.

1. First part of the presentation is usually to make a plan. And one part of the plan is to analyse the material into form so it can be easily moved to the presentation graphics program.
   • Open the workbook on which the presentation is based.
   • If you use your own material check workbook formats. Different lists and headings of different level can be easily moved into presentation graphics program. Create a unorganized list from document key points in the beginning of particular paragraphs. It has already been completed in the model document.
   • Save and close the document.
2. Open the Power Point -presentation graphics program and bring in the completed material as the show base by following next instructions.
   • Select some Design Template (finn. Valmis esityspohja) as the base of the show.
   • It is not needed to choose the slide structure yet so you can close the opened window by selecting Cancel (finn. Peruuta).
   • Select as view space Normal (finn. Normaali) (PP2000) or Outline (finn. Jäsennys) (PP97) from View (finn. Näytä) -menu depended on used program version.
   • Bringing in the base material of the show can be done by selecting Insert | Slides from outline (finn. Lisää | Diat jäsennyksestä) .
   • First delete all additional formats from the text. Deleting can be done on left window (or in outline view) by selecting all text as active with key combination CTRL-A. After that deleting additional formats can be done with key combination CTRL-space.
3. Next you have to define the materials for different slides and also into lists of different level. Defining the structure can be done by two different ways:
   • You can promoting the paragraph level with key combination SHIFT-TAB from keyboard. Demoting the paragraph level can be done with TAB-key.
   • There are arrow buttons in the Formatting-toolbar which can be used for promoting (finn. Korottaa) or demoting (finn. Laskea the paragraph level.
4. Divide matter into slides by observing following rules:
   • Enough matters for one slide (max. 10 rows).
   • Only key words into slide (max. 10 rows).
5. You can also edit the order of the slides into other order with mouse if needed. You can also change the order on Slide Sorter-view. Try how the Slide Sorter -view works.
6. Next edit structure of some slides into another a little. You can change the structure of active slide by selecting Format | Slide Layout (finn. Muotoile | Dian rakenne). Check the opportunities of different slide structure and change structure of some slides departed from default structure.
7. Next edit the slide layouts by using following instructions:
   • You can edit the layout with Slide Master space (finn. Perustyyli) . You can go into that space by selecting View | Master | Slide Master (finn. Näytä | Perustyyli | Dian perustyyli ).
   • Make sure that text paragraph properties on the slide fulfil signs of "good presentation" which are shown in the following list. You can change the properties if needed.
     • Font size is sufficient (min. 24 pt).
     • Sans-serif font. (For example Arial tai Verdana.)
     • Colour definitions of the slide depending on brightness of the show space.
       • Matt light - Dark background and bright font.
       • Light room - Bright background and dark font.
   • The show must look harmonious.
   • Insert following properties into text paragraphs:
     • Centralization into heading text.
     • Change the circle form list separator of list elements into some other mark. You can define a different list separator into every level.
     • Insert some effect into list-elements. Inserting can be done by selecting Slide Show | Custom Animation (finn. Diaesitys | Mukautettu animaatio)). You must notice next things when you insert an effect:
       • The matter can´t be lost in effects.
       • The effects can´t disturb or tease listeners.
       • The show must be harmonious.
   • Insert a little Clipart-picture into some point of the slide. In this case the picture will be as some kind of firm logo.
   • Close the Slide Master (finn. Perustyyli)-space by selecting some other view space in use.
8. Insert a new slide as to be last slide of the show. This new slide is meant to be the slide which ends the show. Inserting the slide can be done by selecting Insert | New Slide (finn. Lisää | Uusi Dia). Insert some ClipArt-picture into the slide. You can also insert ClipArt-pictures which visualize the presentation into other slides at the same time.
9. Check the show through by selecting Slide Show | View Show (finn. Diaesitys | Näytä esitys) and make needed repairs. Try how the pen works when you visualize the show. You can go in for the pen during the show by clicking right mouse button and selecting Pointer Options | Pen (finn. Osoittimen asetukset | Kynä). You can stop using the pen from under that same menu.
10. Next try to link a chart from spreadsheet program to the presentation graphics program by using following instructions.
    • Open a spreadsheet program file where you can find charts made by you. You can also use model answers of the exercises if needed from the address: http://appro.mit.jyu.fi/2001/kevat/ohjelmistot/demot/>.
    • Open a worksheet which includes a chart. If the chart is not located in own sheet change it´s location (Chart | Location) to the new sheet (As New Sheet).
    • Save and close the file so that the chart stays as topmost sheet.
    • Linking the chart into the presentation program can be done by selecting Insert | Object (finn. Lisää | Objekti). Then select point Create from file (finn. Hae tiedostosta) from opened window.
    • After that go and fetch the inserted file with Browse (finn. Selaa) -button.
    • Put a cross to point Link (finn. Linkki) before final acceptance. That way you can make a link to the original file.
    • Accept the linking with OK-button. The chart emerges to the slide of presentation graphics program. If you want you can enlarge the chart as suitable size.
11. Next test how the linkage works. Open the spreadsheet program and change student points so that the chart will change a little. Save the file again.
12. After that the change emerges also in the presentation graphics program with right mouse button. Click right mouse button above the chart and select point Update Link (finn. Päivitä linkki) from opened menu. Did the changes emerge?

Extra exercises

1. Insert a new slide in the end of show and create a chart which illustrates some handled matter into it. The meaning of this particular slide is to work as repetition from handled matters of the show. If you use completed document the chart could look like same that it is shown in next picture.

   

2. Insert effects which make the chart as visualized as possible into the chart.
3. How much time the visualization took? It usually takes much more time to make the visualization than create the presentation frame!
4. Test very carefully how the visualization works!