Using the New Identity Presentation with PowerPoint

Using the New Identity Presentation with PowerPoint ver 2003 This document describes two methods to use the Sussex Presentation Style in a PowerPoint presentation. Method 1 describes the use of a sample presentation (Sample_US_Flint_Presentation.ppt or Sample_US_White_Presentation.ppt) which you can amend, add slides, delete slides etc. These presentations are already based on the Sussex Presentation Style. Method 2 uses the standard way of applying a Design Template to a presentation. Method 2 will also involve changing some settings if you use charts in your PowerPoint presentations (see instructions below). In the first instance we suggest the use of Method 1 which will also give you a flavour of the Sussex Presentation Style and some guidance on use of colour and fonts. At this point you should note that two file types will be mentioned: • A .ppt file. Files with this extension are standard PowerPoint Presentations • A .pot file. Files with this extension are PowerPoint Design Templates. These are files that contain the information relating to colour and style of a presentation rather than content.

Method 1: Using the Sample Presentation as a Basis First to save a copy of the template from the Web to your computer 1. Open the web browser. From the Sussex Home Page click on Administrative Units, and then Publications and Branding Team. 2. Using the grey bar across the top click on Documents and Policies. 3. From the right click on Guidelines for design and presentations. 4. Choose PC templates from the side (alternatively type the full url http://www.sussex.ac.uk/publications/1-3-10.html) 5. Scroll down to the PowerPoint templates area 6. Click on either “Sample US Flint Presentation ver2003” or “Sample US White Presentation ver2003” 7. Click on the Save button 8. Browse to a place where you would want to save this Sample presentation and click on Save. 9. Note the name of the folder chosen. Next make a copy of the sample for you to use 1. Open PowerPoint 2. From the menus select File and Open and browse to the location where you saved the file from above. 3. Select the file and click on Open. The sample is opened. Do not amend this copy. 4. Use the menu option File and Save As to make a copy eg MY_Sample_US_Flint_Presentation_ver2003 which you can now amend.

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Adding your name to the bottom of each slide To add text to appear at the bottom/foot of each slide. 1. From the menus select View and Header & Footer. 2. Put your name or department name in the footer field and then either “Apply” for just this slide or “Apply All” (which is recommended) which will update all the slides. Use the Do not use on Title slides to prevent the footer information appearing on the title slide. NB: Slide numbers may be turned on using this screen.

Printing a presentation 1. From the File menu select Print 2. Complete the screen to choose which printer you wish to use and which slides you wish to be printed. 3. Under the Print What options it is recommended that you choose the handouts option which allows several slides to be printed on one sheet of paper.

I:\usg\IT Training\US Templates\Using the New Identity Presentation with PowerPoint.doc

Method 2: Downloading and using the PowerPoint Template This second method takes the Sussex Design Template and adds it to those already supplied by Microsoft. This is the standard method of use in PowerPoint. These sections describe how to download the template to the correct location ready to use. The template names are: US_PowerPoint_Flint_Template_ver2003.pot US_PowerPoint_White_Template_ver2003.pot After you have saved the presentation template to the correct location (see below) you can then apply the template using the Design button.

Preparation This section describes the preparation of the template, which you only need to do once. This involves downloading a PowerPoint template (.pot file) and saving it for future use. If you are using the PowerPoint charts feature there are additional settings which will need to be done. The second section describes the use of the template once you have installed it.

Downloading and installing the template 1. Open the web browser. From the Sussex Home Page click on Administrative Units, and then Publications and Branding Team. 2. Using the grey bar across the top click on Documents and Policies. 3. From the left hand side click on Guidelines for design and presentations. 4. Choose PC templates from the side (alternatively type the full url http://www.sussex.ac.uk/publications/1-3-10.html) 5. Scroll down to the PowerPoint templates area 6. Click on the file US_PowerPoint_Flint_Template_ver2003.pot or US_PowerPoint_White_Template_ver2003.pot and click on Save. 7. Non-Admin staff should browse to their usual template location (with a standard installation this is c:\Program Files\Microsoft Office\ Templates\Presentation Designs). Admin staff should browse to their usual Personal Templates folder (in My Documents). 8. Keeping the name the same click on the Save button, ensure that the file name has the extension of .pot (ie is a Design Template) The design template ( .pot) file is now available for use with the Design button.

To apply the design template to a Presentation 1. 2. 3. 4.

Open the PowerPoint presentation. Click on the Design button on the toolbar. Scroll down until you see the University of Sussex template. Click on the template to apply to All Slides, or right click and select Apply to Selected Slides to apply the template just to the current/selected slides.

I:\usg\IT Training\US Templates\Using the New Identity Presentation with PowerPoint.doc

Adding your name to the bottom of each slide To add text to appear at the bottom/foot of each slide. 1. From the menus select View and Header & Footer. 2. Put your name or department name in the footer field and then either Apply for just this slide or Apply All (which is recommended) which will update all the slides. Use the Do not use on Title slides to prevent the footer information appearing on the title slide. NB: Slide numbers may be turned on using this screen.

Printing a presentation 1. From the File menu select Print 2. Complete the screen to choose which printer you wish to use and which slides you wish to be printed. 3. Under the Print What options it is recommended that you choose the handouts option which allows several slides to be printed on one sheet of paper.

Setting the Chart Default Style If you intend to use PowerPoint’s charting features (as opposed to Excel) then you will need to setup the Sussex Default Chart Styles on your PC (as unfortunately PowerPoint’s template features do not cover charts). If you do not use Charts, then skip this section.

To create the chart styles on your PC do the following: 1. 2. 3. 4.

Start PowerPoint If the PowerPoint Dialogue appears, click Cancel From the File menu select Open Select the drive and folder where you saved the Sussex template to (eg: my documents\personal templates) 5. Select the Sussex template (ie US_PowerPoint_Flint_Template_ver2003.pot or US_PowerPoint_White_Template_ver2003.pot). 6. Click on Open 7. The template will now open. (If the template is in Master View then click the Close button.) 8. Now open the Sample Presentation File Sample_US_Flint_Presentation_ver2003 and scroll to the chart style you require (this process will need to be carried out for each different chart type (eg bar chart, pie chart) that you wish to use. 9. Move through the sample presentation until you find the sample chart you wish to use. 10. Using the Slide pane on the left of the screen select the slide. 11. Copy the Slide (from the Edit menu select Copy) 12. Switch from the Sample Presentation to the Template (either using the task bar or the Window menu option and selecting the US_PowerPoint_Flint_Template_ver2003 from the menu).

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13. Paste the slide in using the menu options Edit and Paste. 14. Double click on the chart so that it opens with a mini spreadsheet table. 15. From the menu select Chart, Chart Type. 16. Select the Custom Types tab 17. Click the User Defined radio button 18. The chart is selected, so click the Add button. 19. Type a suitable name eg: Sussex Bar Chart Flint 20. Click OK 21. Click on OK again. 22. Repeat the steps above for each chart type required. 23. On the US_Template file delete the chart slides and Save. Template files only have a title slide showing. 24. Click on Save to save the template with the User defined colours but not the chart slides themselves.

Setting the Default Chart Type. 1. 2. 3. 4. 5. 6. 7. 8.

Open the template file as detailed above. Right click the chart so that it opens with a spreadsheet table From the menu select Chart, Chart Type Select the Custom types tab Click the User defined radio button Select the chart you want to set as default and click “Set as default chart” Click OK. Your chart style will now be set to the Sussex style. This will control font style, size and colour of the data points. 9. Click on Save 10. Close the presentation.

March 2007

I:\usg\IT Training\US Templates\Using the New Identity Presentation with PowerPoint.doc