Preparing the Equipment

You might be a great presenter, and you also might have prepared a great PowerPoint slide show. But have you forgotten that you'll be using technology to make your presentation? Murphy came close when he said, "Anything that can go wrong will go wrong." Perhaps more accurate is my own corollary: "Anything you haven't prepared for will go wrong, while having prepared adequately at least gives you a fighting chance."

In my experience, many presentations that never seem to make it off the ground are those where technology gets in the way. And more often than not, it isn't really the technology that's the problem, but the presenter's lack of familiarity with it.

Setting Up the Computer

If you've been preparing a PowerPoint slide show on the computer you'll use to make the presentation, you're in good shape. At least you know it works the way you expect it will. However, if you have to move your slide show from your desktop computer to a laptop computer or to a computer that's in the room you're presenting in, you need to make sure you consider a number of issues, including the following:

  • If you copy a PowerPoint presentation to disk or CD, you need to make sure you copy all files related to the presentation, including sound files and hyperlinked files. Generally, graphic images are embedded in the slide show itself, but certain other files may not be.

  • After you copy the files to the presentation computer, you should play the show through completely to make sure you have all the files you need.

  • Make sure that the version of PowerPoint on the presentation computer matches the version you used to create your slide show. If it's an older version, some of your presentation's features, such as animations, might not work as you expect them to, and you'll have to make last-minute adjustments to your slide show.

  • If you're using sound effects or playing music, you should make sure the computer's sound system is working correctly. You shouldn't assume the worst if it doesn't. For example, the volume might not be turned up or the speakers may not be plugged into the right jack (they might be in the microphone jack, for example).

Matching the Screen's Resolution with the Projector's Resolution

Do you know what your computer's screen resolution is? Is it really that important? Screen resolution is the number of dots (pixels) across the screen, measured horizontally and vertically. For example, older computers used a Standard VGA resolution of 640 across by 480 down (that is, 640x480). Most computers these days use at least Super VGA (800x600) or XGA (1028x724).

To determine the settings for your computer, follow these steps:

  1. Right-click the Windows desktop.

  2. From the context menu, choose Properties. Windows displays the Display Properties dialog box.

  3. Click the Settings tab. Figure 15.4 shows the Settings tab in the Display Properties dialog box on a Windows XP system; yours might be slightly different.

    Figure 15.4. Use your computer's Display Properties dialog box to determine the current screen resolution.

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  4. Don't change the screen resolution. Just note what it is and click Cancel to return to Windows.

Later, after you become more familiar with your projector, you might need to return to this dialog box to change the screen resolution of your presentation computer.

Turning Off Screen Savers and Power Savers

Screen savers are cute except when they come on in the middle of a presentation. Likewise, although many laptop manufacturers make sure that power-saving options kick in to help conserve battery power, you don't want the computer dropping into "sleep" mode while you're talking. Your audience can take care of that for you!

Well before the presentation, you should check your Windows settings to make sure screen savers and power-saving options are turned off. To change these settings, follow these steps:

  1. Right-click the Windows desktop.

  2. From the context menu, choose Properties. Windows displays the Display Properties dialog box.

  3. Click the Screen Saver tab (see Figure 15.5).

    Figure 15.5. Turn off screen savers so they don't interrupt your presentation.

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  4. From the Screen Saver drop-down list box, select (None).

  5. Click Power or whatever button tells you to adjust monitor power settings. Windows XP displays the Power Options Properties dialog box (see Figure 15.6), although another operating system might have a slightly different dialog box.

    Figure 15.6. Make sure the computer doesn't go to sleep during your presentation.

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  6. From the Power Schemes drop-down list box, select Presentation or another option that doesn't turn off the monitor, or go into standby mode, even when you're running on batteries. You can also create a custom scheme that leaves the monitor and computer running.

  7. Click OK and then click OK again to return to Windows.

Again, your system may vary slightly from the one illustrated here. Take time to become familiar with screen saver and power settings so you can quickly turn them off when using another computer.

Understanding the Projector

The data projector is central to making a good PowerPoint presentation. Fortunately, good projectors are becoming increasingly available. Nevertheless, making sure you have the right projector still requires effort and care.

If you're lucky, you have access to your own projector, and you can make sure you're familiar with it and that it's working properly with your computer.

You're also lucky if the room where you're presenting has a built-in projector, usually ceiling mounted. That means that it's already set up, usually optimally, for the room and that someone at the facility knows how to run it. It might go without saying, but you should take time to find out who that person is.

If you don't have your own projector that you can take with you to the presentation, here are some of the questions you should ask about the one you'll be using:

  • What is the projector's native resolution? Although projectors can often display at more than one resolution, only one is the projector's native, or optimal, resolution.

  • What resolutions can the projector display? For example, if its native resolution is 800x600, can it also play at 1028x724?

  • Does the projector have a standard VGA connector, sometimes called a 15-pin D connector? Figure 15.7 shows a standard VGA connector on a laptop computer, which is identical to those found on projectors.

    Figure 15.7. Video/data projectors and laptop computers use 15-pin VGA connectors to hook up with each other.

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  • Does the projector come with a VGA cable? If not, you need to provide your own, and it should have male (pins, not holes) VGA connectors at both ends (see Figure 15.8). If possible, you should have a long VGA cable so you aren't tied too closely to the projector, but be careful you don't bring only an extender cable, one that has a male connector at one end and a female connector at the other.

    Figure 15.8. Connecting VGA cables must have male connectors at both ends.

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  • Does the projector have a zoom lens? A zoom lens enables you to make the picture as large as possible, while giving you some flexibility as to the distance from the projector to the screen.

  • Does the projector have keystone correction? Keystoning is what happens when the projector has to angle upward, making the top of the picture wider than the bottom (see Figure 15.9). Many projectors allow for digital keystone correction so that the top and bottom are the same width.

    Figure 15.9. A keystone image, wider at the top than at the bottom, is unattractive and unprofessional looking.

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When you connect the computer and the projector, you first need to make sure the projector is actually displaying your computer's screen. If it isn't, try these things:

  • Make sure the VGA cables are connected properly. Sometimes the simplest things cause problems!

  • Use the projector's remote control or manual menu controls to make sure it's using the computer or RGB input instead of video input. Most projectors automatically detect a computer, but some don't.

  • If you're using a laptop and you see a display on the laptop but not on the projector, try these steps:

    1. Look on the laptop's keyboard to see if there's a CRT/LCD key or a picture of a monitor. Often it's on one of the function keys (see Figure 15.10).

      Figure 15.10. You can change your laptop's display output by pressing the Fn key and a Function key.

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    2. If the function is colored, look for an Fn key of the same color, usually near the Shift key (refer to Figure 15.10).

    3. Press the Fn+function key combination to change the laptop's output to the VGA cable. Wait a couple seconds to see if you get a picture on the projector.

    4. If you now get a picture on the projector but not on the laptop, press the Fn+function key again, and you usually get pictures on both the projector and the laptop. Sometimes, however, you get a picture only on the projector, or the laptop, but not both.

After you get a picture, you need to check to make sure the computer and projector resolutions match. You should check the edges of the screen to see if the entire laptop screen displays on the projector. If part of the screen is missing, often this is because the screen resolutions do not match. To fix this, go to the Windows Desktop properties and change the display settings to match the resolution of the projector. (See the section "Matching the Screen's Resolution with the Projector's Resoulution," earlier in this chapter, for details on setting the computer's screen resolution.)

Can you see why it's important to arrive at the presentation room early and to check things out before you try to make a presentation? An otherwise outstanding presentation is dead before it starts if you spend the first five minutes trying to figure out why you can't get a picture.

Tip

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If you're using a laptop and aren't getting the picture to display, the number-one reason is usually that the laptop has to be told to send the signal through the attached cable instead of only to its own screen. To fix this, you can press the Fn and function key combination that changes that setting to quickly get the display on the projector.


Working with a Remote-Controlled Mouse

I've alluded to the standing-behind-the-podium syndrome several times. There might be some occasions on which this is appropriate, but more often than not, you'll benefit from being able to get out from behind the podium and move around during your presentation.

One simple solution to avoid hiding behind the podium is to get away from using the mouse to advance slides. Instead, you can use the spacebar, which is quicker and easier to use than the mouse. Wandering back to the podium to press the spacebar is at least an inexpensive solution. However, it's still not the most effective solution because you're still tethered to the podium.

Far more effective is to use a remote-controlled mouse. The concept is simple. You set up a receiver and software on the computer, and then you control the slide show with a wireless mouse device from anywhere in the room. For example, you can walk right out into the audience, which promotes greater audience participation.

There are several such devices on the market. One type uses buttons and arrows to control the mouse pointer and to trigger actions (see Figure 15.11). These tend to be inexpensive devices, but they don't let you do much more than simply advance slides. The control works somewhat like an eraser-top pointing device found on some laptop computers.

Figure 15.11. A simple type of remote mouse is best for advancing slides, not for controlling mouse pointer movement.

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Another device, which I prefer, is the gyro-controlled mouse (see Figure 15.12). As you move the device, gyro-based technology senses your movements and controls the onscreen mouse pointer just like you do with a regular mouse. Such devices are more expensive than the simpler devices, but they work more naturally.

Figure 15.12. A gyro-controlled remote mouse helps you use natural movement to move the mouse pointer.

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In any case, if you make more than an occasional presentation, you'll probably find a remote-controlled mouse of some sort well worth the investment.

Using a Laser Pointer

There are several ways to point to things onscreen. The worst, and one you want to avoid if at all possible, is to walk in front of the screen and point with your hand or with a stick pointer.

You can also use the mouse pointer, and if you move slowly enough and the pointer is big enough, the audience can see what you're pointing at. The disadvantage of this, once again, is that you're stuck behind the podium.

An inexpensive and effective solution is to use a laser pointer (see Figure 15.13). Such a device projects a small, brilliant red dot, making it easy for the audience to see what you're pointing at and making it easy for you to point from anywhere in the room. Many projector remote controls also include laser light beams, but you need to make sure such a feature is working before you depend on it.

Figure 15.13. Laser pointer devices are available as pens and key chains, making them easy to transport and use.

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Caution

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Laser lights have two inherent dangers. The first is that if the beam shines into a person's eyes, it can cause eye damage.

The second, while not physically damaging, can certainly damage a presentation. If you're not careful about how you move the laser pointer, the light flits around the screen, never really settling on what you want to point out. Try to point to something and hold the beam there for a few seconds and then turn off the pointer. Constant pointer movement can be very distracting.




Absolute Beginner's Guide to Microsoft Office PowerPoint 2003
Absolute Beginners Guide to Microsoft Office PowerPoint 2003
ISBN: 0789729695
EAN: 2147483647
Year: 2003
Pages: 154
Authors: Read Gilgen

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