Guidance for completing your
e-Profile
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Loading the e-Profile template
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Editing the template
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Inserting pictures into the template
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Animating the slide show
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Animating the slide show text and graphics
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Viewing linked files
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Hyperlinks
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Using sound in PowerPoints
Loading the e-Profile template
Load PowerPoint. Depending on the version of Microsoft
Office you are using, the way you do this may vary.
Open the template document from the CD.
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The templates are stored on the CD in an age-related or
topic-based folder.
Select the template you wish to use and click the Open
button.
The blank template will load.
You must now save the template to your area on the
network, onto your computer, to a CD or onto a floppy disk.
The template is now active and ready for use.
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Editing the template
The template will load ready for use.
Select the first slide, from the list in the left-hand task pane.
When you have
selected the
slide you wish
to edit, it will
appear in the
main window.
To edit the text, simply click with your left mouse button on
the text box where the prompt text is.
The text box outline will appear as a dotted grey outline.
Delete the prompt text and replace with your own
information.
Move through the e-Profile slides deleting text and replacing
with your personal information.
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Inserting pictures into the
template
To insert a picture, firstly click on the dotted Clipart box with
your left mouse button.
Once selected, the box will appear as a grey dotted outline. If
the box does not appear, then simply copy the picture you
wish to use and paste it onto the slide.
You can position the picture and resize it to suit your
purpose.
From the Insert
menu, choose
Picture and
then move
towards the
right and select
From File.
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The Insert
Picture
window will
appear.
Now
browse the
computer to
find the
picture you
wish to
insert.
Select the picture and click the Insert button.
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Animating the slide show
To animate the movement between the slides you must set
the slide transition.
From the Slide Show menu,
select the Slide Transition option.
The Slide Transition window will appear somewhere on your
screen.
Choose the effect you want to use
from the menu.
Next, set the speed you want to run
it at.
Then click on Apply to All Slides.
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Now test the effect by running the slide show by clicking on
View Show.
Repeat process to adjust any aspect which is not right.
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Animating the slide show text
and graphics
Select the text or graphics you wish to animate, by selecting
Slide Show menu and then select Custom Animation.
Select the effect from the options. Repeat as necessary.
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Viewing linked files
Some pages provide hyperlinks to useful Word documents or
other slides in the presentation. Simply click on the link to
view a document.
If it is a separate Word document you must save a copy of it
onto your computer or disc.
Save and close the document to return to your slide show.
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Hyperlinks
Within the PPT there are a number of hyperlink icons.
To enable those that are active to work, all the documents,
including the PPT, must be saved within the same folder.
Give it a distinct name. You may also need to activate links if
they become disconnected during copying. This is a simple
process.
With the slide in normal view select and right click on what
you want to hyperlink.
b
You will get one of two possible boxes appear. The one on
the left is where there is a hyperlink and the one on the right
is where there is none. Click on the relevant command and
this will take you to the next dialogue box.
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If you are inserting a hyperlink click on Existing File box on
the left-hand side. This should display the Year 6 folder and
show all the documents. Click on the document to which you
wish to link and click OK. This will have completed the link,
so that when the PPT is running you can open another page
or document directly from the hyperlink. If you wish to jump
to another slide then you select the box on the left that says
Place in This Document and it will ask you to identify the
slide to which you wish to jump.
Acknowledgement: Some of this material is edited with
permission from the Malit website.
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Using sound in PowerPoints
Adding sound to a PowerPoint (PPT) presentation can make
it more exciting and provide another way for users to access
information that they might not be able to see or read.
Before we get started, please note an important difference
between a linked sound file and an embedded sound file.
When you bring a sound file into a PPT presentation you can
store it in the same folder and link to the sound file or you
can embed the file within the presentation so that it is built-in
to the presentation. The advantage of embedding is that if
you move the presentation to another disk or e-mail it to
someone, you do not need to worry about including all of the
linked files – they are part of the presentation. However,
keep in mind that embedding a sound file greatly increases
the file size!
You can include music or voice in a PowerPoint presentation.
Voice sound clips may include a short sound byte from your
favourite movie or narration of your voice through the entire
presentation.
Inserting a sound or music clip
First let us talk about how to insert a sound or music clip into
an existing PPT presentation.
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First, save* the sound file that you would like to use in
the same folder as the presentation itself is stored in
(you might want a separate folder for each presentation).
Go to the page in your presentation where you would
like to insert the sound file.
From the Insert menu, go to Movies and Sounds and
select Sound from file ... .
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A new dialog box will then open where you can select
the sound that you would like to include.
You can then select whether you would like the sound to
play automatically. If not, it will play when you click on it.
A graphic that looks like a megaphone will show up on
your presentation, you can position it wherever you like.
Now, when you come to that slide in your presentation it
will either play automatically or when you click on it,
depending on what option you pressed. Keep in mind
that not all computers have external speakers, you may
need headphones to hear the sound.
*To download a file, right click on the file and select Save
link target as … .
How to record your own voice
Next, let us talk about how to record your own voice into
PowerPoint.
Believe it or not, recording your voice (or other sounds) into
PowerPoint is very simple. Before we get started, let us
make sure you have the right equipment and talk about when
you might want to use voice narration. In order to record your
voice, you need to make sure that your computer has a
sound card (most do) and a microphone. If needed, check
your microphone is plugged into the appropriate jack in your
computer.
When would you use this? Anytime that you would like your
audience to be able to hear your voice with the presentation
(without you giving the same presentation over and over
again). It could be used to place a presentation on the web or
just to deliver to someone who missed your presentation the
first time around.
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First, open up your presentation and go to the slide
where you want to start recording (you can start on any
slide, it is done on a slide by slide basis).
From the Insert menu, go to Movies and Sounds and
select Record Sound.
This will bring up the Record Sound dialog box with
three buttons – play, stop and record.
To begin, press the Record button (red circle button) and
begin talking into your microphone.
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When you are finished narrating that slide, press the
Stop button.
Press Play to see if you like the recording (make sure
your speakers are turned on).
If you want to try again, then simply press Cancel and go
through the process again until you get a recording that
you like.
If you like it, you can press Record again to add more
narration or press Ok and the sound icon will show up on
the slide.
By default, sounds will start when you click on the sound
icon. You can also set them to start automatically.
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Right click on the sound icon and select Custom
Animation.
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Select Start with previous and the sound will
automatically start when you click on the slide.
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Frequently asked questions
Q: Why does PowerPoint make some of my files linked and
some of them embedded?
A: If a sound file is under 100K then PowerPoint
automatically embeds it into the presentation. If it is over
100K, then it adds it as a linked file.
See PowerPoint Help for information on how to change a
linked file to an embedded file and visa versa.
Q: Where do I find sound files?
A: There are many places on the Internet where you can
find free sound files. You can find them by using any
search engine!
Acknowledgement: This material is taken from
Massachusetts Department of Education, available at:
www.doe.mass.edu/edtech/toolkit/teachers/PowerPoint
Sound.pdf .
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