For the following reasons:

• The convenience.
• The ability to build the presentation and make the slides animated.
• The addition of multimedia to the presentation

I have been giving electronic presentations over the past few years. This means I prepare the presentation on my computer, arrive at the site and present the talk from my laptop computer.

• The learning curve and time commitment
• Expensive computer hardware and software
• Configuration problems between your computer and AV. equipment at the site.

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• Laptop computer -

  NEC versa 6260, for presentations and working on the road.

  This is a 266 Pentium 2 with 5 Gig hard drive 128 Mb of ram.

  I also have a CD ROM (all presentations are cut on CD’s) and an extra battery, that gives me about 5 hours of working time. I carry a ZIP drive that inserts in the floppy bay. The files and set up on this machine mirrors my desktop below.

  I also use a remote controller for the presentations called Mindpath. This allows me to move away from the laptop when presenting.

  When buying a new presentation computer today, I would consider a Dell. Get the largest hard drive possible, at least 10 gigs, 128 of RAM.

• HP 400 desktop 128 Mb ram with 21 inch monitor for preparing the presentations at home. The large screen is well worth the extra cost.

2 hard drives of 6 gig each. One mainly to hold pictures and videos, the other for the applications. This computer has the ADSL high speed modem for the internet

• Flatbed scanner - to scan images from magazines, photos, and text   etc

• Fast Video capture board -` to capture digital .avi video - this is the older board

• Olympus D300 and D600 digital cameras - to take clinical pictures and x-rays. This downloads JPEG photos at 1024X768 and 1288X1024 resolution ( D 600L).

• Zip drive on fast scssi 2 port - to transport the video files and presentations between the laptop and the Pentium and from the hospital computer to home. It has 100 Mb discs.

• JAZ drive for storage of images and video. This also works well to edit large programs before cutting a CD

• A CD writer. This allows for mass storage of images, transferring the PowerPoint presentations for traveling to meetings, and for writing completed projects. One CD will hold 650 Mb. This travels well, and holds many PowerPoint presentations

Software.

Win 98 with Microsoft office 2000. I have decided to throw in with the 'evil empire', and use all the Microsoft products. I author initially in word, and then can cut and paste:

• to publisher for the newsletter
• to PowerPoint for presentations
• to FrontPage for publishing on the web or to distribute on CD's

The means that I only have to author once and can use this in multiple formats. All these programs work together.

I use PowerPoint, simply because it was the first and the easiest one that I learned.

Adobe PhotoShop. - to enhance and manipulate images from snappy, the Sony arthroscopy system and from the digital cameras.

Adobe premier for video editing

Light view Pro to view and catalogue, JPEG images

Image access pro from Dascorp to catalogue the images on the zip drive. It sets up a thumbnail at the beginning of the disc, so that you can find the image you want.

Textbridge Pro to scan text into electronic documents

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Store all the digital images that you capture on a large hard drive or on a JAZ drive. Use image access pro to catalogue the images so that you can find them.

The digital camera captures all the x-rays, clinical photos etc. The Sony DKR captures the arthroscopy images.

The video capture card captures the video sequences. These are then edited in premier and stored as an .avi file.

I now store this on a separate computer, a server. This has 50 GIG of storage. When I am working on one of the other computers, I can go the the server over the LAN (network) and get an image or video clip and insert it into PowerPoint or into .html for the web page or CD presentation.

Don't wait until you have to make a presentation. Capture something every day and store it. You then build up your database, it will come in handy for some lecture.

Remember to start all authoring in word. Then you can move to the other programs. This is easy to do with the large monitor and split the programs vertically on the screen.

PowerPoint is very easy to use. I use the wizard to set up the storyboard. I then put my text into the slide. I add photos and video where indicated. All the work is done on the desktop and then transferred to the zip ( for storage and backup ), and then to the laptop. Once I finish with the presentation I remove it from the desktop and the laptop to free up my hard drive.

Remember the basic rules:

• Maximum of 5 lines, and 5 words per line, on each slide.
• One slide, one thought. You can still build on this thought
• Never put more on a slide than you would on a t-shirt
• Use large fonts to suit the room, may have to go to up to 48 in a large room.
• Use animation or sound. This helps keep the audience interested and awake. You are doing well if you can keep half the residents awake at any one time.
• Don’t go overboard on the animation, too much distracts.
• Avoid red and green text, there are a lot of colorblind people. Use only white and yellow for text on a blue background

• These notes are a review of subjects taught in lesson 1. They are meant to be a refresher and include some suggested exercises for you to complete before your next lesson.
• We will be learning about the
• opening choices
• slide layouts
• text boxes
• selecting text for formatting
• formatting text using the format toolbar
• Views and their functions

• When first starting PowerPoint the above box will appear. The choices are AutoContent,Template, Blank presentation, and Open existing presentation.
• Usually you would pick either Template or, if you are editing a presentation from before "existing presentation".

• If you select "Template" your next choice will be a presentation design. It is recommended that you keep your audience in mind when making your decision. Presentation designs can be previewed by clicking once on the design you would like to see. You can use designs from any of the categories. Remember the presentation design controls all aspects of your slides i.e.. background, text format and colour, fill colours, accent colours etc.

• My current preference is the "Contemporary Portrait" It is clean, white with bold black fonts.

Opening Prompts

• You will next encounter a slide layout form like the one below. Choose which slide layout you want and your layout will appear.

• As you can see there are many to choose from. My recommendations are to not use the table, or the organizational chart layouts. These can be constructed with far more ease and control using other tools.

• Text boxes are activated by a single click in the box.
• Once activated all you need to do is type. Hit the "Enter" key when you need another bullet.
• Text is pre-formatted to follow the template you have chosen.
• The boxes can be scaled to fit your purpose (need room for clip art or a scan?) left click on the word box and drag from one of the handles (those funny looking squares on each corner and in the middle of the defining box lines)
• As PowerPoint objects they can have fill and outline attributes like all other PowerPoint objects.(right click on text box and chose format AutoShape from the pop up menu or select box then from the format menu chose colors and lines

Formatting Text

Format Toolbar

• My favorite is Arial
• The five pre set levels available in the bullet boxes are accessed by using the green arrow buttons on the format toolbar or by using tab to demote the text and shift-tab to promote the text.
• When you want to format text it must first be selected.
• You can select text by using your mouse (click and drag) to highlight or by double or triple clicking on a word or sentence.
• You can also choose to format all text in a word processing box by selecting the whole box (shift-click)
• Once selected your short cut menu…format (right click) or your format toolbar can be used to alter any or all text parameters.
• These include from left to right on the format toolbar...
• Font, size, Bold, Italicize, Underline, Shadow, Left justify, Center justify, Right justify, bullets on or off, Increase line spacing, Decrease line spacing, increase font size, decrease font size, promote, demote, animation, font color.
• How much text is too much?
• In most cases your slides should be used to summarize what you are saying. If you need a lot of text to describe your ideas then consider breaking the text down into a number of slides. You will find the audience much more likely to pay attention to you and your talk.
• A warning about using colors, Bold and Italicize functions

Keep it simple. I would not appreciate seeing each line in a different color. Use font style and colour only to accent a very important point such as a column of numbers in a table or a key word. PowerPoint is a powerful tool and a lot of fun to play with however don’t loose sight of what you are trying to accomplish…transfer of information.

See a further discussion about the layout of slides at the end.

Ruler and tab function

• To activate the ruler you must turn it on in the view menu and have a text box activated. Once that has been done you will be able to place the special tabs (left hand side of the ruler) on the ruler by simply clicking on the ruler.

• To change from one type of tab to another just click on the tab in the corner.

• You have access to left align, center align, right align, and decimal align tabs. These tabs are very useful for setting up tables.

• These tabs are only active for the text box they were created on. You must set your tabs for each box. ** Hot tip follows… If you are going to use a lot of tables in a presentation you might try setting up one text box with your tabs (columns) and font size, and copying it into a new blank slide. You will find that the formatting of the text and the tabs goes with it. You must have some text in the box when you copy it. Simply replace the text on your new slide by selecting the text and typing over it.

• You should also note the bullet controls that are activated when your ruler is on and there is an active box. These can be dragged to position bullets and text.

Views

• All views are interconnected. Make a change in one and it is reflected in all.
• The views in which you can work are:

• Slide
• Primary working view, all creation tools are available here. (text, graphs, drawing, images, video and audio)
• Outline
• View for bullet and title slides only. Best used to rapidly enter text for your presentation. Can be seen in collapsed or expanded views by using the special toolbar in the view.
• Promote and demote text by using green arrows or tab, shift-tab
• New slide by toolbar, or control enter, or promoting a bullet to a title.
• Slide Sorter
• Shows the overall presentation in miniature.
• Slides can be arranged in order by click and drag to the left of a new location.
• Slides can be duplicated or deleted in this view.
• Most electronic presentation animation is done in this view.(slide transition and text animation). These are located on the toolbar over the slides.
• Notes view
• Not really very useful compared to using the slide view with the speaker notes turned on.(view menu….Speaker Notes) both do the same thing.
• Slide Show
• Used for electronic presentation or practicing your talk
• Go to the slide where you would like to start and select slideshow from your view menu or select the slideshow icon from your view toolbar.
• slideshow will be further discussed in lesson 3.

I usually only use the slide and slide sorter to organize the order of the slides in the presentation.

View menu

• All views can be chosen from this menu. Access to the Masters is also available.(use masters only when altering the whole presentation such as adding a logo or footnote)

• You can turn on your speaker notes here.

(much better than using your notes view)

• Show a miniature (useful only when working in outline view. Allows you to see your slide while still having the speed of working in the outline view)

• Choose which toolbars to display as well as allows you to customize them.

• Insert Headers and footers for your presentation.

• Add comments (review the presentation and add your critique)

• Change your magnification (when working on small drawings etc.)
•  

File Menu

• Standard file menu with additions to allow publishing to the web, compressing the file for easier transportation (pack and go), Routing for E-mail.

• Most useful feature is print
• can select slides, speaker notes, handouts (2,3,or 6 slides per page) outline. This is achieved by making a selection in the "Print What" dialogue box at the bottom of the print menu

Shows history of last presentations used. These can be called up by selecting.

• Choose a template and bullet layout, create three word slides with multiple levels.

• Use your format menu to alter your text. Use bold, italic and underline. Change some text color.

• Try a slide with the text box set to center justify.

• Try using your short cut keys to promote and demote your bullets.

• Insert a header and footer (from your view menu)

• Use the ruler function to create a 3 column table make your headings bold and italic.

• Save the file on your "A" drive and bring to class if you have any questions.

Lesson 2

• These notes are a review of subjects taught in lesson 2. They are meant to be a refresher and include some suggested exercises for you to complete before your next lesson.
• We will be learning about:
• Drawing Toolbar its functions and Sub Menus
• Seven Preset drawing tools
• Formatting the shapes and text
• Arranging the order of objects
• Aligning objects
• Format Menu
• Bullet
• Change Case
• Background
• Insert Menu
• Use of Symbol
• Pictures and Clip Art

Seven Drawing Tools

• AutoShapes... contains lines, connectors, basic shapes, block arrows, flow chart, stars and banners, callouts, and action buttons.
• Most useful are the lines (freeform, scribble and curve), basic shapes, and the block arrows. If you can work a mouse and you have some artistic skill you can accomplish an incredible amount. These tools are used once and automatically turned off. They must be re-selected each time you draw.
• They work on a click and drag or click and draw.
• The objects can be resized by selecting and dragging one of their handles when selected.
• They can be moved by clicking and holding down the left mouse button, and dragging to a new location.
• Shift and drag creates a perfect shape.
• Control and drag draws the shape from the centre out.

• Fill, Line color, line size, object size (scaling), Text box attributes (position, word wrap, resizing the object for the text) can all be adjusted and saved as the default if desired.
• To activate the Format AutoShapes command simply double click on the object you want to change. You may also select the object and right click to get the dialog box at right or select the object and choose Format AutoShape from the Format Menu. Select Format AutoShapes and the submenu below shows up.
• Once the menu is open just modify the settings and click OK.
• The objects can be filled with nearly anything including photographs. (® Format AutoShapes, ® colour, ® fill effects, ® choices tabs-gradient,texture,pattern, picture)

Basic Tools

• Lines, Arrows, Rectangles, Circles, Text boxes (labeling tool), and WordArt.
  • Select tool and drag lines or shapes. Text is entered as in all word processing boxes.

• You can draw perfect shapes by holding down the shift key when dragging the shapes. Create object from center out using Ctrl + drag.

• The style tools above control from left to right:
• Object Fill color (select object and click on toolbar)
• Object Line Color (select object and click on toolbar)
• Text color (can be used for any text, select text to colour and click on toolbar)
• Object Line Weight (select object and click on toolbar)
• Object Line Style (dashed or solid lines, select object and click on toolbar)
• Arrowheads ( For putting arrowheads on the ends of existing lines. Size can also be specified, select object and click on toolbar)
• Object Shadow (should not be used for text !! select object and click on toolbar)
• Object 3-D (I’m not sure what you do with it but it’s definitely different)

Many other drawing tools are available and are easily added to the toolbars. Look for this under View (discussed in Lesson 1)

Draw Sub-Menu

• The Draw menu is on the draw toolbar. It is activated by selecting the object or objects you want to alter and clicking on the arrow beside Draw

This Menu is rich in functions including:

• Group, Ungroup, Regroup. Used to lock or unlock the relationships of objects. Select all objects to be grouped (Shift select or Marquis Box) and select Draw sub menu and Group.
• Order. This function allows the user to specify the layer that objects sit on. Useful when constructing complex drawings containing multiple objects occupying the same space.
• Snap. An alignment function allowing you to specify how you want your object placement controlled or uncontrolled.(Grid or Shape or neither)
• Nudge. Allows you to move an object by small increments in any basic direction.(up, down, left, right)
• Align and Distribute. For spacing of objects on the page. Also used to align text or objects.
• Rotate and Flip
• Reroute connectors. Allows you to override the pre-determined connectors locations.
• Edit Points. Edit points on a drawing to alter shape.
• Change AutoShapes. Change from one AutoShape to another.

Set AutoShape Defaults. Set the defaults for your AutoShapes.

Format Menu

• Font
• Includes font, font style, font size, color, superscript and subscript, underline , shadow, emboss. You can choose to make these changes the default.
• Bullet
• Sets the bullet for the page or if changed at the slide master it changes all slides. Includes size, color and font.
• Alignment
• Left, Centre, Right, Justified. For text only.
• Change Case
• allows you to choose the appropriate case for the selected text.
• Choices are: Sentence, lower case, UPPER CASE, Title Case, tOGGLE cASE.
• Would be better off to use style checker which checks and changes the whole presentation.
• Replace Fonts
• Substitute one font for another. Changes all instances throughout the document.

• Slide Layout
• Allows you to alter the layout of the current slide. Such as a bullet slide to a title slide. Not really a brilliant tool.
• Slide Color Scheme
• Another somewhat stupid tool. Uses would include setting up a slide that follows different color settings within a single presentation.
• You can also create your own custom color scheme and make it available for the rest of the presentation.

• Background
• The tool used most often. It appears simple but remember this one for it allows the user to strip off background graphics for a single slide. This is an often asked question.
• Apply Design
• How do you change the design after the presentation is complete? First make sure you save the file as it is just before you try applying a new design. You may want to save as to another file name and have both.
• If you switch the choices box (files of type) at the bottom of the apply design box you can choose from any valid .ppt file for your design not just the .pot extensions.
• Colors and Lines
• Easier to remember to double click on the object. The same menu as previously discussed shows up.
• AutoShapes
• Same thing.. Double click instead.

Insert Menu

• New Slide
• Easier to set up using the common tasks toolbar or short cut key Ctrl M
• Duplicate Slide
• As it suggests it creates a duplicate of the slide you are on….Easier done in outline view which also allows multiple slides chosen at the same time, and arrangement of duplicates.
• Slide Number
• Another goofy tool. If you really want to just follow the prompt box.
• Date and Time
• Ditto.
• Tab
• I really haven’t figured this one out yet. If you find a reason for it give me a call. If you want to set up tabs just use your ruler and click a tab on it (Remember lesson 1)
• Symbol
• Very useful tool! Saves you a lot of time searching the character map. Unfortunately it doesn’t show all the available fonts with their character sets just the ones it deems are symbol fonts. Too bad.
• Comment
• When people are asked to critique your presentation (collaborative workflow) they can add comments to your presentation just like sticky notes on the page. These can be read and hidden or removed. They also identify the author.

• Slides from file
• Nifty little tool as long as your computer has the horsepower to make it work. Especially useful for favorite presentations which contain slides used on a regular basis. (complex drawings, flowcharts, diagrams etc.) These presentations are added to your favorites and are available quickly without you having to browse for them.
• Slides from outline
• Did you know that you don’t need PowerPoint to make PowerPoint slides? True, true, true. You can actually use almost any word processor in a pinch, then simply import the outline using this command. But be careful. The document formatting (spacing, tabs)should be followed or you will spend a long time reformatting the slides. Notice I emphasize you.
• Picture
• Includes : Clip art, from file, AutoShapes, Organizational chart, WordArt, From Scanner (If you have a Twain compliant scanner hooked up), Microsoft Word table. We have talked about my opinion of some of these already. Mostly used to insert pictures or clip art. When inserting a picture you are best to use .JPG file format if you can, for this version of PowerPoint keeps the file intact and saves you a great deal of file space.
• Text Box
• Self explanatory
• Movies and Sounds
• Play with this if you have access to a CD player, sound card or video clips it really is amazing what it can do.
• Chart
• Discussed in lesson 3
• Object
• Used to insert a variety of things. A rather long list.
• Hyperlink
• If you are a propeller head this will likely be of interest to you. Can link to web sites or other programs or files.

• Produce a simple flow chart using AutoShapes (lines and connectors and basic shapes) Using your Format AutoShapes menu (double click on objects) change the attributes of your objects to enhance your flow chart.

• Produce a diagram using your drawing tools (AutoShapes ® lines ® freeform) which has multiple levels…at least 4... overlapping as per the diagram below. Try using the Order function (Draw ® Order) to move your objects forward and backward. Try your shadow function.

• Produce a slide using your clipart and add a callout (AutoShapes ® Callouts)
• Generate multiple objects then use your align and distribute tools to make it appear nice.

• The slide content should focus the audience. There should be a clear purpose, a single main point.
• Use words sparingly. Use keywords that focus what you mean.
• Try not to have more than five to eight lines per slide.
• Highlight short list with bullets.
• Pictures are better than words, label them (take advantage of the image manipulating programs in order to 'make your point').
• Graphics are effective. Label them properly.
• Use only one or two fonts, such as Arial, Tahoma.
• Use large font sizes, so everybody in the room can read the words. Use larger font sizes for headlines, but do not use too many different sizes.
• Upper and lower case words are easier to read than all capitalized words.
• Use one format and color scheme for all slides in the presentation. Do not use too many different colors on one slide.
• Use contrasting colors (i.e. white background & black fonts). Beware of red-green combinations because many people are red-green color-blind.
• Gradient color backgrounds look nice, but sometimes can complicate the slide's reading.
• Beware of 'portrait' orientation; many times the bottom of a 'portrait' slide will be projected below the eye or screen level.
• If you are planing an electronic presentation, try to use the full capabilities that the program gives you i.e. animation, multimedia.
• Before your electronic presentation make sure that your computer & projector are compatibles and in fact, that they work properly together.

The North American Arthroscopy Association is committed to the concept of electronic presentation, and you will be able to come to the meeting with your presentation on a disc.

Make sure that you show up early, to test your system. If someone else uses the equipment ( video projector ) you may have to re boot your computer, so that the projector will recognize it. This takes time to get a large file up, 5+ minutes. This is better with more memory on a faster laptop.

Try to schedule your presentation first in the morning, or after a coffee break. This way you can have the presentation ready to go, without having to go back to the projector to change settings.

Projectors.

The hospital recently bought a Barko projector ( $25,000) for the auditorium. Finally we can see the presentation almost as clear as slides.

Around the hospital seminar rooms, I use a NEC LCD projector ( $12,000.) This is large, heavy ( 50#) and can be taken to various sites around the hospital. It works very well, with sharp clear images that are almost as good as slides. It is plug and play for both the Mac and PC. You can also plug in a video player. The resolution is only 800X600

We also have 5 Xerox projectors that are very portable to travel around the hospital.

This means that you have to set your screen resolution to 800X600. Some of the older LCD projectors such as the proxima will have to be set at 640X480 resolution. You can change the setting by a right mouse click on the desktop of windows 95, select properties, settings and change to the above. Sometimes you also have to change to CRT. Select properties, refresh and change to CRT from LCD.

These are the last minute adjustments that have to be made to be able to see a clear image. Usually the av. technicians are not that versed in the use of computers, so you are on your own.

VGA to NTSC scan converters.

This device allows you to present from your laptop to TV. For small groups up to 10 this is a reasonable way to present.

I have just bought a new one, TV superscan. This allows some adjustment to the image onscreen. Some of the converters cut off the bottom of the slide.

They still are not as clear as slides, but quite acceptable. The TV superscan is plug and play, very easy to set up. It does not require software when used with win95.

You lose some resolution compared to slides, but for small groups, it works quite well.

Most of the new laptops have a NTSC output and avoids the scanner problem. Some of the new laptops have an output to go directly to the TV. (NEC 6260)

LCD panel for overhead projectors

Forget about them, not bright enough.

Remote control for the laptop

I use the MindPath remote. They have a website at http://mindpath.com

This allows you to move up to 40 feet away from the laptop. The laptop has to be close to the video projector. That position may not be the best for you.

Remember - if you need slides or rental LCD projectors call -

Genigraphics 1 800 790-4001 You can modem your slides to them and they will fed ex them back to you the next day.

The Magic bag

These are the extras that I bring in my bag.

• Laptop with the AC power cord
• Electrical converters when traveling in foreign countries.

• power bar and extension cord
• Back up slide collection - if you can’t solve the configuration problems, you always have the slides ( I have stopped doing this in 1998, but maybe I should do it again!)
• You can also back up your presentations by recording them on video with the TV scanner. Remember to take the correct video format for foreign countries, i.e. PAL.
• Laser pointer
• Boot disc for your computer

• Telephone cords - I have done 2 presentations on the ‘internet and medicine’. You need to have a long, 100 foot telephone cord.
• Lock for your expensive laptop computer. ( you may have to leave the room at lunch, and if you have a lock, you can leave the computer connected to the projector.)

Problems

There are several problems that I have encountered doing electronic presentations.

• Connections

The Mac and PC have different connections. If you have a Mac, better bring your own connecting cord. The long cords that run from the projector to the podium may not allow for a good electrical connection. Not much that you can do about that.

• Scan rates

This is the commonest problem. My laptop is set at 1024X764 to work and view images. When you present you may have to change this to 800X600. ( see above )

Summary

The electronic presentation allows for lots of pizzazz. The downside is the expensive learning curve. Since many people have now been through this already, we should be able to get you up to speed with minimal frustration.