Making the Most of Microsoft Word: Hands-on Activities for Creating Quick and Easy PowerPoint from Microsoft Word.

Goals • Learn some of the advantages of working in outline view. • Learn how to apply styles to format Word for conversion to PowerPoint. • Learn how to send document to PowerPoint. • Learn how to work in outline view in PowerPoint. • Learn how to vary the PowerPoint designs. • Learn the advantages of using PowerPoint’s Outline View: • Keeps text available as text content, not hiding what should be visible text. • Keeps your PowerPoint text for screen readers or other assistive technology.. • Know what information will transfer back when using Send to MS Word as Outline only (.rtf) format. • Global changes can be made by assigning design in PPT. Ctrl + Shift + right arrow – select entire Word Shortcut Keystroke next word Summary Ctrl + F – Find Ctrl + Home – Go to very beginning of Ctrl + H – Hunt (find and replace) document. Ctrl + Shift + S- apply style. Ctrl + C – copy selected text. Ctrl + Shift + Heading # – apply heading Ctrl + V – paste selected text. level # Ctrl + A – select all. Ctrl + Shift + N – apply the normal style PowerPoint Keyboard navigation shortcut information: 1. F6 moves between the 3 or 4 different areas: Document pane, Slide Area, Task Pane (if open), and Notes 2. Use Ctrl + Shift + Tab to toggle between Outline Tab and Slide Thumbnails Tab. 3. Use Tab to move within main areas of each Pane. 4. Use Arrow keys to move through content.

Keyboard commands to check if your text fits in placeholders (Go to Slide Area (F6)). For each slide you will need to: 1. Select (Tab to) Title Area; open SmartTag (Alt + Shift + F10), then select “Autofit Text to Placeholder” (Enter key).

Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu This publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education (Grant # P333A050015). 2007 Professional Development Institute at Colorado State University 2. Select (Tab to) Content Area; open SmartTag (Alt + Shift + F10), then select “Autofit Text to Placeholder” (Enter key). 3. Page Down will move you to the next slide.

Working Document We will be taking the text of an existing document to create today’s 16 slide PowerPoint (PPT) presentation. We will use styles and Heading levels to organize the text content. Each Heading 1 will begin a new slide, while the lower level bullet points will correspond to other heading levels. Global changes are made by the design templates in PPT. Graphics are added once the text content is in PPT. The alternative text for the graphics are in the document already, (encased with square brackets to act as a prompt for the graphic) so we can simply cut and paste the alternative text into the picture’s formatting in PPT.

General guidelines: • Titles for Slides should be limited in length–not more than approximately 70 characters and spaces. • Information styled as Heading 1 transfers to PPT as a slide title. • Information styled as Heading 2 transfers to PPT as a bulleted subtitle. • Heading 3 through Heading 6 will also transfer as stacked bulleted lists. • Note: Spacing issues will occur – expect to use PowerPoint’s Autofit text function. • When working with new content in outline view: • each Heading 1 line you type will be followed by another Heading 1 line, allowing creation of titles for all slides quickly. This would allow you to type in a series of slide titles if you wished to quickly sketch in a slideshow. • each Heading 2 line will be followed by another Heading 2 line, etc. • Outline view avoids having to add the styles separately. • Show Levels function of Outline view allows quick analysis of content.

What transfers from Word and what does not… • Color changes to fonts will transfer to PPT, but… • Choose colors carefully, automatic font color will change after applying a Slide Design in PPT, but not to text specified to be a color other than the Automatic default (text you have manually changed). • Be aware that color alone* should not be used to classify information. • Graphics will not transfer and need to be added through the PPT Insert menu. • Automatic numbering will not transfer. • Custom Bullets will not transfer. • Insert > Symbol will transfer.

Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu 2 This publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education (Grant # P333A050015). 2007 Professional Development Institute at Colorado State University The Task – prepare a document that will be the basis of a PowerPoint presentation, and use PowerPoint to insert graphics and apply a design to finalize presentation.

Exercise # 1 – Open text_unformatted.doc from the Firefox test text folder.

Exercise # 2 – Apply the Styles Plus and Minus icons on Outline View can determine what content is shown. This will also work in PowerPoint’s Outline view.

Step 1– Go to View > Outline (Alt + Ctrl + O)

Step 2–Turn on Styles Format > Styles and Formatting (Ctrl + Shift + S) Open Task window for Styles and Formatting. Go to Format > Styles and Formatting, or click on the double A icon.

Step 3–Select all the text (Ctrl + A), and format as Heading 1. Apply the style, “Heading 1” by selecting it from the Styles and Formatting list on the right side of the page, (or use the keyboard shortcut Ctrl + Shift + 1).

Step 4– Demote the text that will be the body of the slide using the Tab key (or Alt + Shift + right arrow, these commands that will also work in PPT’s Outline View). a) Position your cursor somewhere in the line with the text that begin “ACCESS to Postsecondary Education….”, and then press the Tab key to demote this to a subtitle. Note: the text need not be selected to use this method.

Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu 3 This publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education (Grant # P333A050015). 2007 Professional Development Institute at Colorado State University b) The second slide will be “Introduction—About this test…”, so on the next three lines below that use the Tab key to demote those to Heading 2 level. Press Tab twice on the fourth line, “Wonder no longer!”, to demote it to Heading 3. c) The third slide will be “Introduction – About Web Accessibility…”, so use the Tab key to demote the next three lines will be Heading 2. d) Select the three lines after that and use the Tab key to demote them twice to

Heading 3. e) Demote the following line to Heading 4 (Tab key 3x). f) The text “A 12-Step Test for Your Web Pages Using the Firefox Browser” begins the next new slide. Demote the following two lines to Heading 2.

Step 5–Use “Show levels” outline function to check slide titles. Go to the Outline toolbar and in the Show Level box, use the pulldown menu to select

Show Level 1.

Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu 4 This publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education (Grant # P333A050015). 2007 Professional Development Institute at Colorado State University Step 6–Switch the order for the two Introduction slides. In outline view, all you need to do is position your cursor over the Plus sign to select the entire slide (selects heading and all subheadings and will move them as a set). g) Position the cursor over the Plus sign that precedes the text “Introduction–About this test…” h) Move the selection below the text “Introduction–About Web Accessibility…”

Exercise # 3–Send to PowerPoint

Step 1–Save the Word file: File > Save (Ctrl + S)

Step 2–Send to PowerPoint: File > Send To > Microsoft Office PowerPoint (Alt F, D, P) Go to the File menu, select Send To and choose Microsoft Office PowerPoint.

Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu 5 This publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education (Grant # P333A050015). 2007 Professional Development Institute at Colorado State University Step 3–PowerPoint will Open with your content as… • an unsaved file named Presentation1 (or Presentation2 or 3 etc.). • a simple black and white default design, ready to have a design applied.

Step 4–Save Your PowerPoint File > Save (Ctrl + S) Name the file with a name that conveys what is in the presentation. Include the date if you will present content frequently or plan to update, e.g. FirefoxTest_01-07.ppt.

Step 5–Go to View > Normal (Alt V + N) Normal View or Slide Sorter are the most commonly used views.

Step 6–Go to Outline tab in left-hand Document pane.

Step 7–Adjust text to fit (Go to Slide Area (F6)). Use smart tag to Autofit, as necessary. For each slide you will need to adjust text to fit: a) Select the bounding box on the Title Area, Use right-click to open SmartTag (Alt + Shift + F10). b) Select “Autofit Text to Placeholder” (Press Enter key) c) Select (Tab to) Content Area, open SmartTag (Alt + Shift + F10) d) Select “Autofit Text to Placeholder” (Press Enter key). e) “Page Dn” key will move you to the next slide. f) Note: If no SmartTag is generated, then text fits within placeholder.

Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu 6 This publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education (Grant # P333A050015). 2007 Professional Development Institute at Colorado State University Exercise #4– Insert Presentation Graphics (Go to Insert > Picture > from File) The Notes section can be used to describe additional information conveyed by your graphics as well as any additional information that you want to supplement your content. If you plan to narrate your PPT, include the script for your narration in the Notes section and you will meet requirements for transcripts of audio content.

Step 1–Use Find (Ctrl + F) to locate first graphic insertion point. Square brackets [] were used to mark the location for graphics in this presentation. Search for open square bracket [.

Step 2–Select the text within the square brackets, and use the Cut command (Ctrl + X) to delete it from the presentation but to retain it on the clipboard.

Step 3—Go to Insert > Picture > From File Navigate to the folder “Firefox test text” and subfolder “screenshots for firefox.” Choose firefox.gif, then press enter.

Step 4–Format the picture with Alternative Text. Double-click on the graphic, or right-click and go to Format. From the Format Picture Dialog Box, select the Web tab. Position your cursor in the text box, then paste (Ctrl + v) the text we cut in the previous step. Select the “OK” button.

Step 5–Select “Find Next” button to find next graphic insertion point.

Step 6–Cut the text, insert graphic “step01.png”.

Step 7–Format the picture with the alternative text (see Step 4). Continue through the presentation until all graphics have been inserted

Exercise #5–Apply a Design

Step 1–Open the Slide Design Task Pane (Go to Format > Slide Design)

Step 2–Select a design from the Slide Design Pane.

Step 3–Save your Presentation (Go to File > Save (Ctrl + s)

Exercise #6–Preview the Slideshow ( View > Slide Show (F5)) Start your Slideshow to test the final design Use the “B” key to display a black screen once your slideshow is cued-up. Shift-F5 will start your slideshow from your current slide. Note: You may especially need to check hyperlinks – sometimes you need to go through the presentation and add a space after the hyperlink to create the proper associations.

Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu 7 This publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education (Grant # P333A050015).