Microsoft PowerPoint 2016, Lesson Three
Open the presentation from the prior lesson, and then move to slide two. I have the presentation open in the background, and I will press ALT+TAB to move there. I will press DOWN ARROW to select slide two.
Create a Third Slide with Title and Three Content Object Placeholders
EXERCISE: Create a third slide with a title object, a content object on the left for text, and two content objects for pictures on the right. Modify the PowerPoint Slide Master to create a new slide layout to accomplish this. In this slide, do not create a button for sounds. Set the bullets to fly in one at a time from the right. Create alternate text for both pictures.
Modify the PowerPoint Slide Master to Create a New Slide layout
NOTE: The Office Theme for PowerPoint 2016 does not include a slide with the title and three content placeholders. Verify this before continuing by pressing ALT+H to move to the Home tab of the ribbon, and then I to activate the New Slide button. Explore the gallery of available slides using the ARROW Keys. When you are finished, press ESC several times to return focus to the slide area.
To create a new slide with title and three content, modify the Slide Master by doing the following:
- First, make sure that focus is on the title slide before you begin. The slide master opens with different slides depending on where the focus is when you open it. By having focus on the title slide, you will always begin at a common starting point.
- Next, press ALT+W to go to the View tab of the ribbon.
- Then press M to activate the Slide Master button in the Master Views group of the lower ribbon. The Slide Master is the main slide that stores information about a theme and its associated slide layouts, including placeholders, fonts, colors, and more. You can think of it as being a template for this theme. You can modify one or more of the layouts within a slide master. Each layout that is associated with a slide master contains the same theme.
- Locate the layout that contains either a blank slide or a slide layout that is close to what you want for editing. For this exercise choose the one with a title object and two content objects. Press PAGE DOWN three times to move to the layout that has a title object and two content placeholders. JAWS says, "two content slide."
- Press F6 to move to the slide thumbnails view.
- Press CTRL+C on the slide layout you chose to copy it.
- Press CTRL+V to paste a copy of it. A duplicate of the current slide layout appears below the original. Focus is on the new slide. This is the one you will modify.
- Press F6 to move to the slide master view, followed by TAB to move to the right content object. It is the third placeholder on the slide. First, we are going to resize this one. Then we will copy it and move the copy to the correct location in the slide layout.
- Press the APPLICATION Key. A context menu appears.
- Choose Size and Position in the context menu and press ENTER. The Format Shape task pane opens with focus on the Shape Options button.
- Press TAB to move to the Height edit spin box and change it to 2.3.
- Press TAB to move to the Width edit spin box. Leave the Width set to 5.67, or whatever it is on your computer. We are only changing the height, not the width. This content placeholder is now the proper size, slightly less than half the height it was before. The top left corner and top right corner are still in the same row as before.
- Press F6 to move back to the slide master view. Make sure focus is on the third object.
- Press CTRL+C to copy this object placeholder.
- Press CTRL+V to paste a copy of the newly sized object placeholder. PowerPoint puts the focus on the new object you just inserted.
- Press the APPLICATION Key. A context menu appears.
- Choose Size and Position in the menu, and then press ENTER.
- Press F6 to move back to the Format Shape task pane.
- Press TAB to move to the Position button, and then press ENTER to open choices associated with it.
- Press TAB to move to the Horizontal position and change it to 6.75.
- Change the Vertical Position edit spin box to 4.45.
- Press TAB, and then close the Format Shape task pane. The new object now slides into place below the first one. The slide layout now has a title object across the top, a single large content object on the left side below the title object, and two additional equal sized smaller content objects on the right side of the slide below the title object. These two on the right are stacked vertically below the title object.
- Press F6 to move back to the thumbnail list of layouts, and press the APPLICATION Key on the slide layout you modified. Choose Rename Layout in the menu. Name it Title and Three Content.
- Press ENTER to close the rename layout dialog box.
- Press F12 to close the current presentation, and give it a different name. I will change the word two to three.
- Close the presentation with CTRL+F4.
- Press ALT+F followed by R for Recent, and then press the number Y2, and then ENTER to reopen the presentation. The presentation you have created and saved to this point reappears.
Insert a New Slide Based on the Newly Created Slide Layout
You are now ready to continue the steps to finish the exercise for this segment of the lesson.
- Press DOWN ARROW to move to slide number two.
- Press ALT+H to move to the Home tab of the ribbon.
- Choose I to activate the new slide button in the Slides group of the lower ribbon. The Office Theme gallery opens with your new slide layout included.
- Press the ARROW Keys to find the Title and Three Content layout that you created in the prior section.
- Press ENTER to insert it into the presentation. The new slide is inserted as slide three.
- Press F6 until you are sure focus is in the slide area.
- Press TAB to move to the slide title placeholder.
- Press ENTER to go into the edit level. Type something like Eastern Screech Owl.
NOTE: Reading by either character, word, or line to edit text within an object placeholder is not working consistently at the time of this writing. Hopefully this will be fixed soon.
- Press ESC to go back to the object level.
- Press TAB to move to the first object placeholder, and ENTER to go into the edit level. Type in some text that is appropriate about the two phases of the eastern screech owl, the red and the grey phases. (Example: Scientific Name: Otus asio, Body, Bill Description, Other Characteristics, Status, Reproduction, Distribution, Habitat, and Diet.)
- Press ESC to exit edit mode.
- Press TAB to move to the next object placeholder, the one in the top of column two.
- In your documentation there is a link, Sample files folder. I will switch back over to the documentation.
- I will bring up the JAWS list of links with INSERT+F7.
- I will choose the Sample Files folder link, and then press ENTER.
- I am going to press ALT+D to move to the address bar and copy the address of this folder. CTRL+C.
- I will press ALT+TAB to go back to the lesson.
- Press ALT+N to go to the Insert tab of the ribbon.
- Next press P to activate the Picture button in the Images group of the lower ribbon.
- I will press CTRL+V to paste the contents of the clipboard here. And I will press ENTER. That puts focus in the folder where the Sample Files is; I will press SHIFT+TAB twice to get to those files.
- Insert the picture ScreechOwlGreyPhase.jpg. Notice that PowerPoint provides an alt attribute for the image that reads, "A bird sitting on a branch."
- Press the APPLICATION Key, and then choose Size and Position in the context menu and press ENTER. The Format Picture task pane opens. Focus should be on the Size and Properties button, which is selected.
- Press TAB to find the Alt Text button in the task pane, and then press SPACEBAR to activate it. It is quicker to press SHIFT+TAB, so I will press that now.
- Press TAB to move to the Description text edit box. Type in a description such as Grey phase of the eastern screech owl.
- Press CTRL+SPACEBAR, choose Close in the menu, and then press ENTER. The task pane closes, and focus returns to the object.
- Repeat the process for the next object, the one at the bottom of column two. Use the picture ScreechOwlRedPhase.jpg, and the following for alternate text: Red phase of the eastern screech owl.
- NOTE: If the two pictures are not the same size, you can change that in the Format Picture task pane as well. Just look at and adjust the Size (height, width, etc.) and also the Position (horizontal and vertical).
- Close the Format Picture task pane when you are finished, if you have not already.
EXERCISE: Using techniques described previously, complete this slide. Choose to fly in the bullet points from the right side instead of the bottom. Set the speed for the fly in to be fast instead of very fast. Save the presentation and then start the slide show again with F5 to check it. Close the Animation task pane when you are finished.
Create a Fourth Slide for Questions and Answers
EXERCISE: Create a fourth slide. Choose the one that has a single title placeholder and a single text placeholder. Let this be a Questions and Answers slide. This will mark the last slide in your presentation.
- Make sure focus is on slide three. Press ESC to make sure focus is at the slide area and not the object layer.
- Press ALT+H and then I to insert a new slide. The gallery of available slides opens.
- This time choose Title and Content, the slide most people use during presentations. This has an object for the title of the slide and one large object for bullet points on the main part of the slide.
- For the Title object placeholder use the text Birds of the Wetlands - Q&A. Before typing this text in the title placeholder, press CTRL+E to center it.
- For the Object placeholder use the text "Questions and Answers." Before you type the text, press ENTER a few times to move the bullet point down closer to the center of the slide. Also consider trying the following:
- Delete the bullet point, since there is only one item. It looks more professional.
- Center the text by placing the cursor at the beginning of the line and press CTRL+E.
- Select the text on the line that reads "Questions and Answers," and then press CTRL+SHIFT+P to open the Font Size dialog box. Increase the font size to 40 points. NOTE: At the present time this is not being read correctly by JAWS. Just type the number 40, and then press ENTER to close the dialog box.
- Press ESC a few times to make sure focus returns to the slide area.
Add Speaker's Notes to a Slide
EXERCISE: Add speaker's notes to a slide, and use JAWS to read them during your presentation.
- Move to the third slide, Eastern Screech Owl.
- Press ALT+W to move to the View tab of the ribbon, and then press PN to activate the notes pane button. The notes pane opens, and then focus returns to the main slide area. NOTE: You may also perform this step using the Notes button on the PowerPoint toolbar.
- Press F6 to move to the notes pane.
- Type in the following text: "The top right picture of the grey phase of the eastern screech owl was taken by Peter S. Weber. The bottom right picture of the red phase of the eastern screech owl was taken by J. A. Spendelow." Make sure that you put the pictures in the correct location or change this text to match.
- Press F6 when you are finished to return focus to the slide area.
- To hear the speaker's notes with JAWS during the slide show press CTRL+SHIFT+N.
Check Spelling in the Presentation
EXERCISE: Check the spelling in the presentation.
- First, press F6 to move to the slide thumbnails tab.
- Press CTRL+HOME to move to the first slide.
- Press F7 to begin the spell check. The Spelling task pane opens on the right side of the screen. The misspelled word is listed at the top of the spelling pane, but it is not in tab order. Just below the misspelled word are the following buttons:
- Ignore Once, I
- Ignore All, G
- Add, A
NOTE: In prior versions of Microsoft Office one would press the ALT key in combination with the access keys listed above. With the newer versions of Office, the ALT key is not used. Simply press the access key alone to activate one of the buttons.
- I am not certain if focus is in the spelling task pane, so I will press F6 until I find it. There it is.
- Press TAB to explore the options in the Spelling pane first. There is the Ignore Once button, etc.
- Continue to press TAB. Focus next moves to the list of suggested words. While in the list of suggested words, you may spell a word using the Spell Line command, INSERT+UP ARROW twice quickly.
- Press TAB again, and focus moves to the following buttons:
- Change button, C
- Change All button, L
- In some cases, a play word or phrase button may appear. JAWS currently identifies it as a "Text to speech" button. Pressing ENTER on the button causes the selected word in the list of suggested words to be spoken using one of the Microsoft synthesizer voices. There may also be other items that appear in the spelling pane from time-to-time (i.e., synonyms, etc.).
- The misspelled word is highlighted in the text of the slide; in this case, the word Dryocopus is highlighted. If you have a different misspelled word than the instructor does, do not worry. You can still follow along with this part of the lesson.
- To hear the highlighted misspelled word in context initially, press INSERT+UP ARROW to read the current line of text in the slide. Once focus changes, this keystroke may not work again in the same place. If you need to hear the misspelled word either spelled or spoken again in context, for the time being you will need to press F6 or SHIFT+F6 to move back to the slide area. The misspelled word or phrase is highlighted text. Pressing almost any of the keys on the keyboard replaces the misspelled word with the new keystroke pressed, so be careful! Press LEFT ARROW to unselect the highlighted text. Focus should be at the beginning of the misspelled word or phrase in the slide area.
- Since the word is correct, press A to activate the Add button. The spell check moves on to the next word.
Normally when JAWS is running, one would press the keystroke INSERT+C to read the word in context during a spell check in Microsoft Office. This may be working in the future, but at the time of this lesson it is not.
The words that are flagged as misspelled in the author's presentation are:
- Dryocopus
- pileatus
- Otus
- asio
- easteeern (in the speaker's notes of slide three)
- Spendelow
Note that these, except for the misspelling of eastern, are correct, so you should choose the Add button for them. This one is on the word "pileatus." I will press A for add. The next one that appears is Otus. I just did an INSERT+UP ARROW to read the current line, and JAWS read for me the line where the misspelled word is, Otus. Again, if I press F6, or rather SHIFT+F6 to move backwards, which would be faster, I could move directly back to the slide area and read that line one word at a time, or one character at a time, etc. For now I will press A to add that. The next word is "asio" in that same line. I will press A to add again. So that is the line of text in the Notes pane, and I just did an INSERT+UP ARROW to read that again. These keystrokes may or may not be working. As I said, in the future, hopefully, INSERT+C would be the one that you use. So these things may change as time moves forward. The correct spelling of "eastern" is found in the suggested words list. I will press C for "change." The next misspelled word is highlighted, Spendelow. It is also correct, so I will press A for "add." I will press SPACEBAR on the Ok button.
The spell check looks for misspelled words in both the slide area as well as the speaker's notes area. Save your presentation before moving on to the next section.
Slides Thumbnail Tab and Outline Tab
EXERCISE: Learn to use the slide thumbnails pane.
As has been discussed so far, you can review and edit your presentation by moving through each slide individually in the slide view. However, sometimes you may want to make changes to text on different slides, or even change the order of the slides themselves. In those cases, it may be easier and faster to make those changes in the slide thumbnails view.
NOTE: The outline view is not accessible in PowerPoint 2016. If you need to have an outline that you can work with you may use the export to Microsoft Word feature discussed later in this lesson.
To move the focus to the slide thumbnails view, press the function key F6 until you hear JAWS announce, "Slide thumbnails tab."
NOTE: If you need to switch between the slides thumbnail tab page and the outline tab page quickly, you may press CTRL+SHIFT+TAB. Alternatively, you can switch between normal view and outline view using the ribbon by pressing ALT+W to move to the View tab of the ribbon, and then choosing Normal (L) or Outline (PO).
Moving and Deleting Slides in the Slides Thumbnail View
Moving and deleting slides in the slides thumbnail view is very easy. Simply select a slide or group of slides, and then perform the cut, copy, paste, delete etc. action you wish using the keyboard, or by right clicking it with a mouse. Each "thumbnail" is a small image that represents each slide in the main slide area. The thumbnails tab pane is oriented vertically on the left side of the screen, while the main slide area is still visible in most of the screen. In the slides thumbnail view, each thumbnail is on one line by itself, and pressing PGUP or PGDN moves from slide to slide. As in outline view, the main slide area updates as focus moves up or down in the thumbnails pane. You can also press UP and DOWN ARROW in the slide thumbnails pane to move from one to another thumbnail image. The latter is less verbose and may be preferred. After copying or cutting a slide thumbnail, one can move focus up or down the thumbnails pane and paste the thumbnail in a different position. The pasted slide is inserted below the slide that currently has focus in the thumbnails pane.
Reading Order
People who create presentations may sometimes click and drag object placeholders to various locations on the screen. For example, one might click and drag the third object on the slide up into first place. When the text is inserted for this example slide, the first text is in the first placeholder on the screen. But that is the third placeholder. The result is the text in what is visually the first placeholder now reads last on the page when using a screen reader. The screen reader sees the order of the objects as they are inserted on the page. You can view and/or change the reading order of objects on a slide by doing the following:
- Press ALT+H to move to the Home tab of the ribbon.
- Press G to activate the Arrange submenu. It is found in the Drawing group of the lower ribbon. A menu opens.
- Next, press P for Selection Pane. The selection pane appears vertically on the right side of the screen.
EXERCISE: Open the reading order sample presentation and do the following:
- I will switch back over to the documentation.
- I will press TAB to find the link "reading order sample presentation."
- I will press ENTER.
- I will press ENTER.
- Start the slide show and move to slide two.
Visually, the slide is in the correct reading order. How does it read with JAWS? Backwards.
- Close the presentation view, and then move back to the main slide area.
- Open the selection pane by pressing the keystrokes listed above. ALT+H, G, P. The Show All and Hide All buttons actually hide or show the text that is on the slide. Show All is the normal view, with all the text showing on the slide. Hide All hides all the text on the slide. You can click on the different placeholders and actually hide them individually as well, in this task pane.
- Instead of re-arranging the placeholders in the main slide area, and then retyping the text in the correct placeholders, rearrange the placeholder order in the Selection pane so that the reading order in the selection pane matches the desired reading order for screen reader users.
NOTE: IMPORTANT! Items in the selection pane list are in reverse order. In other words, the first thing a screen reader user hears is at the bottom of this list. There are buttons to bring items forward or backward, which move items selected in the list up or down. These can be accessed using the keyboard or the mouse. Mouse users may also click and drag items in the list.
HINT: The correct order in the Selection pane should be, from top to bottom, 2, 3, 4, and then 1 for this to work.
HINT TWO: To do this with the keyboard, see the steps listed below.
- Move to the slide you wish to work with.
- Press F6 to move to the Selection pane if needed, depending on where focus is.
- Press TAB to move to the first content placeholder. It should be Content Placeholder 4.
- Press SPACEBAR. The placeholder is selected in the main slide area, and focus moves back there.
- Press F6 to move back to the Selection pane, and then press TAB to the Send Backward button.
- Activate the Send Backward button with the SPACEBAR. The placeholder does not move in the main slide area, but in the Selection pane the order is now 3, 4, 2, and 1.
- Continue with this process until you have the reading order correct.
Accessible PowerPoint
Of course, the things we teach in these lessons on PowerPoint teach you how to create accessible content. In your lesson, you can find more information in this link from Microsoft:
Creating accessible PowerPoint presentations
Handouts for the Audience - Export a Presentation to Microsoft Word
To give handouts to the audience, export the presentation in one of several formats to Microsoft® Word.
I will switch back to the presentation for the Birds of the Wetlands.
- With the presentation open on the screen, press ALT+F to open the File tab of the ribbon.
- Press DOWN ARROW to move to the Export tab. The backstage view changes on the right side of the screen.
- Press TAB to move to the Create Adobe PDF tab. Some of you may find in this position the Create PDF/XPS Document tab. Either way is fine.
- Press DOWN ARROW to find the Create Handouts tab.
- Press TAB one time to move to the Create Handouts button.
- Next, press ENTER. A Send to Microsoft Word dialog box opens on the screen with several choices for page layout when the presentation is exported to Word. Focus is on the first of five radio buttons in the Page Layout in Microsoft Word group of radio buttons. There is also a second group of radio buttons called Add Slides to Microsoft Word document.
Page Layout Choices for Exporting into Microsoft Word
There are five choices in this group of radio buttons. Press UP or DOWN ARROW to move from one radio button to the next.
- Notes next to slides: This option creates a three-column table within Word. The first column has the slide number, the second column has a copy of the slide itself, and the third column contains any notes attached to that slide.
- Blank lines next to slides: This option also creates a three-column table in Word, but this time the third column just has rows of blank lines printed for people to write their own notes.
- Notes below slides: This option creates a Word document which inserts each slide on a separate page, with any notes attached to the slide written below it. For example, if you export five slides, you have a five-page Word document.
- Blank lines below slides: This option inserts slides on separate pages with blank lines below the slide for written notes.
- Outline only: This option sends only the text of the outline view to Microsoft Word. The outline is presented in Word with each slide title centered and with the other items on the slide below the title as a left-aligned bulleted list.
When you have selected the format you desire, press the TAB key to move on to the next set of radio buttons in this dialog box.
NOTE: These two radio buttons for Add Slides to Microsoft Word are not available when exporting an outline only.
Link the Slides and Notes in PowerPoint to Word
The second group of two radio buttons in this dialog box offers you the choice of pasting the slides as embedded objects or pasting them with links to the PowerPoint presentation itself.
- Paste: If a presentation is exported with this option selected, the slides within the Word document are not updated if the presentation is changed within PowerPoint.
- Paste link: This option creates a link from the Word document to the presentation in PowerPoint. This link automatically updates the slides in the Word document when the presentation is changed in PowerPoint.
Once you have made the selections you want in each of these two groups of radio buttons, press the ENTER key to activate the OK button and begin the process of exporting the presentation into Word. After this process is finished, you may print or emboss the document for handouts. For now, I will press ESC.
Presenting Your Slide Show
To begin the presentation, press F5. To give the presentation and arrange it so that only you hear JAWS, consider using a wireless headset, such as a Bluetooth® headset. You may also want to consider using a wireless mouse to advance or retreat slides during presentations. This gives you freedom from being tethered to a keyboard or wired mouse, and gives you the ability to move around on the stage more freely.
PowerPoint Help in JAWS and Keystrokes for PowerPoint
JAWS Screen Sensitive Help
Press INSERT+F1 anywhere at any time with JAWS running to get screen sensitive help. This help opens in the JAWS virtual viewer and can be read with normal reading commands or selected and copied.
JAWS Help Topic for PowerPoint
Press INSERT+F1 twice quickly while JAWS is running in PowerPoint to open the JAWS Help System topic specific to PowerPoint. The JAWS Help System topic contains links for the following:
- Keystrokes - JAWS-Specific Commands for PowerPoint
- Getting Started with JAWS and PowerPoint
- Helpful Hints for using JAWS and PowerPoint
Hotkey Help
Press INSERT+H to get a list of hotkeys specific to using JAWS and PowerPoint. I pressed CTRL to stop speech there. This list also opens in the JAWS virtual viewer. I will press ESC.
I am going to switch back to the lesson.
Florida Master Naturalist Program
The photos used in this workshop are used with permission of Dr. Martin Main, PhD, Program Leader, Florida Master Naturalist Program Associate Professor and Wildlife Ecologist at the University of Florida, IFAS, SW Florida Research and Education Center, Department of Wildlife Ecology and Conservation. Visit the Florida Master Naturalist Program home page for information about course offerings, training locations, job and volunteer opportunities, and more.
I will press TAB to move to the next page, and press ENTER. We have the contact information page here with the link for the entire contents of today's presentation. And also links to email and feedback. Thanks for Joining us in these lessons on PowerPoint 2016 with JAWS.
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